From mcarlisle at sbctc.edu Mon Dec 5 09:14:09 2016 From: mcarlisle at sbctc.edu (Mat Carlisle) Date: Mon, 5 Dec 2016 17:14:09 +0000 Subject: [BFET] FW: October Case Note Audits In-Reply-To: References: Message-ID: Good morning. Here is the eJAS Case Note Audit Report for October 2016. We continue to do very well as a system. For those colleges that are struggling in this area, I would recommend reviewing your procedure for inputting monthly case notes, especially the time of month you input your notes. I will, also, follow up to see how I might be of assistance. Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu From: Skaar, David W (DSHS) [mailto:skaardw at dshs.wa.gov] Sent: Friday, December 02, 2016 2:02 PM To: Mat Carlisle Cc: Pan, Lisa H (DSHS); Adams, Corinna (DSHS) Subject: October Case Note Audits Good afternoon Mat, Here are the results of October's Case Noe Audit. Contractor October # of cases audited # of missed case notes % of missed case notes Bates Technical College 6AP 54 0 0.0% Bellevue College 2BF 78 0 0.0% Bellingham Tech College 2BH 85 0 0.0% Big Bend CC 6AQ 31 1 3.2% Cascadia College 6CC 17 11 64.7% Centralia College 6AJ 64 0 0.0% Clark College 6AX 339 15 4.4% Clover Park Tech College 6AM 86 1 1.2% Columbia Basin College 6BH 38 0 0.0% Edmonds CC 6AF 51 0 0.0% Everett CC 3EC 49 0 0.0% Grays Harbor College 6AY 44 0 0.0% Green River CC 2BG 45 1 2.2% Highline College HBF 68 0 0.0% Lake WA Institute of Tech 6BF 39 0 0.0% Lower Columbia College 6CA 41 2 4.9% North Seattle CC 2BL 112 0 0.0% Olympic College 6AL 191 31 16.2% Peninsula College 6AZ 67 3 4.5% Pierce College 6BZ 52 0 0.0% Renton Tech College RBF 43 0 0.0% Seattle Central College 4SC 38 1 2.6% Seattle Vocational Institute 6BB 29 0 0.0% Shoreline CC 2BJ 38 0 0.0% Skagit Valley College SBF 48 2 4.2% South Puget Sound CC 6BA 45 1 2.2% South Seattle College 6AE 146 0 0.0% Spokane CC 6AK 106 0 0.0% Spokane CC IEL 6CL 47 0 0.0% Spokane Falls CC 6BE 108 7 6.5% Tacoma CC 6BG 53 0 0.0% Walla Walla CC 6CB 57 2 3.5% Wenatchee Valley College 6BX 30 0 0.0% Whatcom CC 6AR 51 1 2.0% Yakima Valley CC 6BY 42 0 0.0% Program Total 2432 79 3.2% Dave Skaar / Supervisor / Basic Food Employment & Training Economic Service Administration / Community Service Division Washington State Department of Social and Health Services (C) 206-406-6862 / david.skaar at dshs.wa.gov Transforming Lives -------------- next part -------------- An HTML attachment was scrubbed... URL: From mcarlisle at sbctc.edu Tue Dec 6 14:56:46 2016 From: mcarlisle at sbctc.edu (Mat Carlisle) Date: Tue, 6 Dec 2016 22:56:46 +0000 Subject: [BFET] BFET Billing for October 1-December 31, 2016 Message-ID: Good afternoon. BFET billing for October 1, 2016 through December 31, 2016 is due in OBIS no later than Tuesday, January 31, 2017. Both your invoices and your match certification form should be uploaded through OBIS. Billing rosters can be submitted to DSHS White Center as of December 1st. They must be submitted no later than Tuesday, January 10th, 2017, in order for them to be checked and returned to you in time for you to meet the January 31st deadline. Your billing roster should be submitted to DSHS White Center via the billing roster email address: BFETBilling at dshs.wa.gov. Your billing roster must be approved by DSHS prior to being submitted to the SBCTC. Your approved billing roster must be uploaded to the SBCTC via the State of Washington Secure Email Portal. You will no longer submit these rosters through SUE, but will now submit them through the WA Secure Email Portal. A few other reminders: Invoices in OBIS Invoices must include only the 50% funding reimbursement you're seeking from the grant for the General, Tuition and Participant Reimbursement budget/invoice lines. Match Certification Forms Invoices must include a match certification form with an amount exactly equal to the invoice line totals for the General, Tuition and Participant Reimbursement lines. Do not include the amount you're billing for your 100% Funding line on the match certification form. For example, if you are billing the amounts in the chart below, your match certification form should be exactly $20,000(General $5,000 + Tuition $10,000 + Participant Reimbursement $5,000 = $20,000). Invoice Sample: Salaries Benefits Etc. Total General 3,500 1,500 5,000 Tuition 10,000 10,000 Participant Reimbursement 5,000 5,000 100% Funding 3,000 1,000 1,000 5,000 Total 6,500 2,500 16,000 25,000 If your match certification form is off even a penny more or less, it will be returned to you to revise and resubmit. In the past, it was allowable for the forms to be more than the amount necessary, but this is no longer allowed. Student Rosters Student billing rosters must be approved by DSHS White Center prior to submitting them to the SBCTC. Your student rosters must now be uploaded to the SBCTC via the WA Secure Email Portal. Rosters must be uploaded at the same time your invoice is submitted in OBIS. The deadline for both is no later than January 31, 2017. Note: OBIS is not a secure system, so for the safety of your students, please do not upload any student information to OBIS. This includes student rosters with either eJAS or student ID numbers. Rosters may only be submitted through the WA Secure Email Portal. If you have any questions about invoicing, please contact: * Susan Wanager / swanager at sbctc.edu / 360-704-4344 * Michele Rockwell / mrockwell at sbctc.edu / 360-704-4343 If you have any questions about your student rosters, please contact: * Mat Carlisle/ mcarlisle at sbctc.edu / 360-704-4341 Thank you for the great work you do! Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu -------------- next part -------------- An HTML attachment was scrubbed... URL: From mcarlisle at sbctc.edu Wed Dec 7 16:45:56 2016 From: mcarlisle at sbctc.edu (Mat Carlisle) Date: Thu, 8 Dec 2016 00:45:56 +0000 Subject: [BFET] FW: BFET Provider Meeting *UPDATE* Message-ID: Good afternoon. There is a DSHS BFET Provider Meeting next Wednesday, December 14th, 9:00-11:00am, that the colleges have been invited to. There are several items on the agenda that may be of interest to you: 1. The Washington Connection training, since some of you serve as Washington Connection sites 2. Announcements of several changes in DSHS staffing at the state level for both policy/program and fiscal 3. Information about the mid-year 100% funding requests There are several locations around the state, and we encourage you to attend one near you as a networking opportunity. It will be available by webex as well. All necessary information is found on the agenda. I will be setting up a teleconference for us to connect on any comments or questions that may arise from the DSHS meeting. Due to my being out of the office for a monitoring visit immediately following the DSHS meeting, I anticipate the teleconference being scheduled for the morning of Tuesday, December 20th. Thank you for all the great work you do! Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu From: Adams, Corinna (DSHS) [mailto:adamsc2 at dshs.wa.gov] Sent: Wednesday, December 07, 2016 4:19 PM To: Mat Carlisle Subject: FW: Provider Meeting *UPDATE* Importance: High Greetings BFET Providers, We hope that you and your programs and clients are doing well. Our Provider Meeting this month is packed with exciting and important information. We realize December can be an incredibly busy time of year, but we require that at least one person from your BFET program please join us for two hours to hear about topics such as: * Washington Connection (Website and Partnership) * Changes in the BFET Team, including in Policy, Fiscal, Operations, and ORIA. * Reminders and update in eJAS * Updates in funding The full agenda is attached to this email. There are numerous locations for attendees to join physically and of course a WebEx for those who cannot. Note we have added a Yakima location! Please consider attending in person as it is an opportunity to connect directly to other BFET Providers as well as DSHS BFET staff. Thank you so much for you continued partnership, [cid:image001.png at 01D234F3.E1B18310] -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image002.jpg Type: image/jpeg Size: 11034 bytes Desc: image002.jpg URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Agenda - Provider Meeting - 2016.12.14.docx Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document Size: 33075 bytes Desc: Agenda - Provider Meeting - 2016.12.14.docx URL: From mcarlisle at sbctc.edu Tue Dec 13 08:08:23 2016 From: mcarlisle at sbctc.edu (Mat Carlisle) Date: Tue, 13 Dec 2016 16:08:23 +0000 Subject: [BFET] SBCTC Follow-Up Teleconference to DSHS BFET Provider Meeting Message-ID: Good morning. The BFET college conference call has been scheduled for Tuesday, December 20th, 11am-12noon. The call in information is as follows: 360.407.3780, PIN 145994#. I look forward to hearing from all of you during the call. Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu From: Mat Carlisle Sent: Wednesday, December 07, 2016 4:46 PM To: 'bfet at lists.ctc.edu' Subject: FW: BFET Provider Meeting *UPDATE* Importance: High Good afternoon. There is a DSHS BFET Provider Meeting next Wednesday, December 14th, 9:00-11:00am, that the colleges have been invited to. There are several items on the agenda that may be of interest to you: 1. The Washington Connection training, since some of you serve as Washington Connection sites 2. Announcements of several changes in DSHS staffing at the state level for both policy/program and fiscal 3. Information about the mid-year 100% funding requests There are several locations around the state, and we encourage you to attend one near you as a networking opportunity. It will be available by webex as well. All necessary information is found on the agenda. I will be setting up a teleconference for us to connect on any comments or questions that may arise from the DSHS meeting. Due to my being out of the office for a monitoring visit immediately following the DSHS meeting, I anticipate the teleconference being scheduled for the morning of Tuesday, December 20th. Thank you for all the great work you do! Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu From: Adams, Corinna (DSHS) [mailto:adamsc2 at dshs.wa.gov] Sent: Wednesday, December 07, 2016 4:19 PM To: Mat Carlisle Subject: FW: Provider Meeting *UPDATE* Importance: High Greetings BFET Providers, We hope that you and your programs and clients are doing well. Our Provider Meeting this month is packed with exciting and important information. We realize December can be an incredibly busy time of year, but we require that at least one person from your BFET program please join us for two hours to hear about topics such as: * Washington Connection (Website and Partnership) * Changes in the BFET Team, including in Policy, Fiscal, Operations, and ORIA. * Reminders and update in eJAS * Updates in funding The full agenda is attached to this email. There are numerous locations for attendees to join physically and of course a WebEx for those who cannot. Note we have added a Yakima location! Please consider attending in person as it is an opportunity to connect directly to other BFET Providers as well as DSHS BFET staff. Thank you so much for you continued partnership, [cid:image001.png at 01D234F3.E1B18310] -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image002.jpg Type: image/jpeg Size: 11034 bytes Desc: image002.jpg URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Agenda - Provider Meeting - 2016.12.14.docx Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document Size: 33075 bytes Desc: Agenda - Provider Meeting - 2016.12.14.docx URL: From mcarlisle at sbctc.edu Fri Dec 16 13:15:46 2016 From: mcarlisle at sbctc.edu (Mat Carlisle) Date: Fri, 16 Dec 2016 21:15:46 +0000 Subject: [BFET] Holiday Greetings Message-ID: [cid:8db76fdf-aceb-4116-a11c-65820118e13e] Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.png Type: image/png Size: 529386 bytes Desc: image001.png URL: From mcarlisle at sbctc.edu Wed Dec 21 10:20:20 2016 From: mcarlisle at sbctc.edu (Mat Carlisle) Date: Wed, 21 Dec 2016 18:20:20 +0000 Subject: [BFET] FW: BFET Quarterly Report Template - Due NLT January 10, 2017 Message-ID: Good morning. Please remember to submit your BFET quarterly report to me no later than Tuesday, January 10, 2017. I am resending some clarification provided back in November about the report form: 1. Will the "Total Clients in Component" column be duplicated or unduplicated? This column, Column B, of the report will be a duplicated count. The "Total Clients Exit" column, Column C, will be an unduplicated count. 1. Is the CS code, Completed Satisfactorily, an appropriate closure code for a student who will be taking a one quarter break from classes and then resuming their academic program? No, for the purpose of the Quarterly Report, this student should be coded as IC, Incomplete. The IC component identifies a student who did not complete an approved activity by the scheduled end date. The CS component identifies a student who successfully completed a certificate or degree, but has not yet received employment. Let me know if further clarification is needed. Thank you for the great work you do! Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu From: Mat Carlisle Sent: Wednesday, November 02, 2016 10:48 AM To: 'bfet at lists.ctc.edu' Subject: BFET Quarterly Report Template Good morning. I have attached the template that will be used for the BFET Quarterly Report. There is the possibility that DSHS will provide another training on the template, but that has not yet been decided nor a date and time set. The component outcomes that are being requested to be tracked are as follows: * Total number of clients in specific components * Total number of clients exiting specific components * Number of incomplete exits * Number of loss of contact exits * Number of successful completions without employment * Number of successful completions with employment The total number of clients in a specific component, Column B, can be obtained in eJAS. However, the rest will have to be manually tracked, at this time. Column C is an aggregate of Columns D-G. Columns D-G match the BFET component closure codes: * Column D: IC = Incomplete means the participant did not complete the activity by the scheduled end date. * Column E: LC = Loss of Contact means you lost contact with the client for at least 60 days. * Column F: CS = Completed Satisfactorily means the participant completed the activity successfully, but did not receive employment. * Column G: EE = Entered Employment means the participant exited the activity due to employment. Leave this column blank, unless you close a component with this closure code. You must close components if the participant has not engaged in the BFET activity or contacted you for 60 days. It is anticipated that manually tracking this data will be temporary, as a request has been submitted to have these numbers tracked within eJAS. The report for October-December 2016 must be submitted to the SBCTC no later than January 10, 2017. Generally, the report will be due to the SBCTC no later than 10th of the month following the end of the fiscal quarter, to allow the SBCTC to meet the DSHS deadline. It must be submitted to me via email. Thank you. Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: DSHS BFET Quarterly Report Form - FFY 2017.xlsx Type: application/vnd.openxmlformats-officedocument.spreadsheetml.sheet Size: 25390 bytes Desc: DSHS BFET Quarterly Report Form - FFY 2017.xlsx URL: From brandi.koehler at bellevuecollege.edu Wed Dec 21 11:29:26 2016 From: brandi.koehler at bellevuecollege.edu (Brandi Koehler) Date: Wed, 21 Dec 2016 19:29:26 +0000 Subject: [BFET] BFET Quarterly Report Template - Due NLT January 10, 2017 In-Reply-To: References: Message-ID: Regarding the second point, about when to use the CS code, my understanding is that it should be used when the student participates all the way to the scheduled end date of a component, not only when they complete a degree or certificate. Here's what Robin Thrower sent me when I asked about it: "CS means the participant completed the activity successfully, but did not receive employment. So if they completed the quarter successfully then yes, you would close with a CS." Thanks, Brandi Koehler Program Specialist Bellevue College - Workforce Education (425) 564-3066 brandi.koehler at bellevuecollege.edu From: BFET [mailto:bfet-bounces at lists.ctc.edu] On Behalf Of Mat Carlisle Sent: Wednesday, December 21, 2016 10:20 AM To: 'bfet at lists.ctc.edu' Subject: [BFET] FW: BFET Quarterly Report Template - Due NLT January 10, 2017 Good morning. Please remember to submit your BFET quarterly report to me no later than Tuesday, January 10, 2017. I am resending some clarification provided back in November about the report form: 1. Will the "Total Clients in Component" column be duplicated or unduplicated? This column, Column B, of the report will be a duplicated count. The "Total Clients Exit" column, Column C, will be an unduplicated count. 1. Is the CS code, Completed Satisfactorily, an appropriate closure code for a student who will be taking a one quarter break from classes and then resuming their academic program? No, for the purpose of the Quarterly Report, this student should be coded as IC, Incomplete. The IC component identifies a student who did not complete an approved activity by the scheduled end date. The CS component identifies a student who successfully completed a certificate or degree, but has not yet received employment. Let me know if further clarification is needed. Thank you for the great work you do! Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu From: Mat Carlisle Sent: Wednesday, November 02, 2016 10:48 AM To: 'bfet at lists.ctc.edu' Subject: BFET Quarterly Report Template Good morning. I have attached the template that will be used for the BFET Quarterly Report. There is the possibility that DSHS will provide another training on the template, but that has not yet been decided nor a date and time set. The component outcomes that are being requested to be tracked are as follows: * Total number of clients in specific components * Total number of clients exiting specific components * Number of incomplete exits * Number of loss of contact exits * Number of successful completions without employment * Number of successful completions with employment The total number of clients in a specific component, Column B, can be obtained in eJAS. However, the rest will have to be manually tracked, at this time. Column C is an aggregate of Columns D-G. Columns D-G match the BFET component closure codes: * Column D: IC = Incomplete means the participant did not complete the activity by the scheduled end date. * Column E: LC = Loss of Contact means you lost contact with the client for at least 60 days. * Column F: CS = Completed Satisfactorily means the participant completed the activity successfully, but did not receive employment. * Column G: EE = Entered Employment means the participant exited the activity due to employment. Leave this column blank, unless you close a component with this closure code. You must close components if the participant has not engaged in the BFET activity or contacted you for 60 days. It is anticipated that manually tracking this data will be temporary, as a request has been submitted to have these numbers tracked within eJAS. The report for October-December 2016 must be submitted to the SBCTC no later than January 10, 2017. Generally, the report will be due to the SBCTC no later than 10th of the month following the end of the fiscal quarter, to allow the SBCTC to meet the DSHS deadline. It must be submitted to me via email. Thank you. Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu -------------- next part -------------- An HTML attachment was scrubbed... URL: From Katie.Viola at lwtech.edu Wed Dec 21 11:48:08 2016 From: Katie.Viola at lwtech.edu (Viola, Katie) Date: Wed, 21 Dec 2016 19:48:08 +0000 Subject: [BFET] BFET Quarterly Report Template - Due NLT January 10, 2017 In-Reply-To: References: Message-ID: My understanding is the same as Brandi's-that the CS closure code should be used at the successful completion of the component (which would be the quarter), not the end of their entire IEP/certificate/degree. I remember David Skaar specifically using this example during the Q & A session at the last BFET Forum and answering with the same response Robin Thrower gave Brandi. Katie Viola, M. Ed | Coordinator Basic Food, Employment, and Training (BFET) Lake Washington Institute of Technology | West Building, W207M Katie.Viola at lwtech.edu | 425-576-5811 [WorkforceDevelopment_639_1235] From: BFET [mailto:bfet-bounces at lists.ctc.edu] On Behalf Of Brandi Koehler Sent: Wednesday, December 21, 2016 11:29 AM To: 'bfet at lists.ctc.edu' Subject: Re: [BFET] BFET Quarterly Report Template - Due NLT January 10, 2017 Regarding the second point, about when to use the CS code, my understanding is that it should be used when the student participates all the way to the scheduled end date of a component, not only when they complete a degree or certificate. Here's what Robin Thrower sent me when I asked about it: "CS means the participant completed the activity successfully, but did not receive employment. So if they completed the quarter successfully then yes, you would close with a CS." Thanks, Brandi Koehler Program Specialist Bellevue College - Workforce Education (425) 564-3066 brandi.koehler at bellevuecollege.edu From: BFET [mailto:bfet-bounces at lists.ctc.edu] On Behalf Of Mat Carlisle Sent: Wednesday, December 21, 2016 10:20 AM To: 'bfet at lists.ctc.edu' > Subject: [BFET] FW: BFET Quarterly Report Template - Due NLT January 10, 2017 Good morning. Please remember to submit your BFET quarterly report to me no later than Tuesday, January 10, 2017. I am resending some clarification provided back in November about the report form: 1. Will the "Total Clients in Component" column be duplicated or unduplicated? This column, Column B, of the report will be a duplicated count. The "Total Clients Exit" column, Column C, will be an unduplicated count. 1. Is the CS code, Completed Satisfactorily, an appropriate closure code for a student who will be taking a one quarter break from classes and then resuming their academic program? No, for the purpose of the Quarterly Report, this student should be coded as IC, Incomplete. The IC component identifies a student who did not complete an approved activity by the scheduled end date. The CS component identifies a student who successfully completed a certificate or degree, but has not yet received employment. Let me know if further clarification is needed. Thank you for the great work you do! Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu From: Mat Carlisle Sent: Wednesday, November 02, 2016 10:48 AM To: 'bfet at lists.ctc.edu' Subject: BFET Quarterly Report Template Good morning. I have attached the template that will be used for the BFET Quarterly Report. There is the possibility that DSHS will provide another training on the template, but that has not yet been decided nor a date and time set. The component outcomes that are being requested to be tracked are as follows: * Total number of clients in specific components * Total number of clients exiting specific components * Number of incomplete exits * Number of loss of contact exits * Number of successful completions without employment * Number of successful completions with employment The total number of clients in a specific component, Column B, can be obtained in eJAS. However, the rest will have to be manually tracked, at this time. Column C is an aggregate of Columns D-G. Columns D-G match the BFET component closure codes: * Column D: IC = Incomplete means the participant did not complete the activity by the scheduled end date. * Column E: LC = Loss of Contact means you lost contact with the client for at least 60 days. * Column F: CS = Completed Satisfactorily means the participant completed the activity successfully, but did not receive employment. * Column G: EE = Entered Employment means the participant exited the activity due to employment. Leave this column blank, unless you close a component with this closure code. You must close components if the participant has not engaged in the BFET activity or contacted you for 60 days. It is anticipated that manually tracking this data will be temporary, as a request has been submitted to have these numbers tracked within eJAS. The report for October-December 2016 must be submitted to the SBCTC no later than January 10, 2017. Generally, the report will be due to the SBCTC no later than 10th of the month following the end of the fiscal quarter, to allow the SBCTC to meet the DSHS deadline. It must be submitted to me via email. Thank you. Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.jpg Type: image/jpeg Size: 12515 bytes Desc: image001.jpg URL: From mcarlisle at sbctc.edu Wed Dec 21 11:54:01 2016 From: mcarlisle at sbctc.edu (Mat Carlisle) Date: Wed, 21 Dec 2016 19:54:01 +0000 Subject: [BFET] FW: BFET Quarterly Report Template - Due NLT January 10, 2017 References: Message-ID: Good morning. I am seeking clarification from DSHS on this. The appropriateness of the use of the CS seems to hinge on whether or not it is being used to close a component in eJAS or used on the Quarterly Report. The guidance I have received at this time for the quarterly report is that the CS should only be used when the student will be permanently exiting the BFET program due to receiving a credential. I will provide further clarification as soon as possible. Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu From: Mat Carlisle Sent: Wednesday, December 21, 2016 11:46 AM To: 'Brandi Koehler' Cc: 'throwrl at dshs.wa.gov' Subject: RE: BFET Quarterly Report Template - Due NLT January 10, 2017 Hi Brandi. Was Robin's comment about the quarterly report specifically, or about a closure in eJAS? My understanding is that the CS is to be reserved for those who have completed a credential and will be permanently exiting BFET, and the IC is for those who will be continuing to move forward with BFET in some way. Here's the response I received from one of the Program Manager's when I asked a question similar to yours: Can we use the CS component for students that are absent for a quarter (student take one quarter break and come back for the next quarter) and for extensions? Response: The use of CS to close the component described in eJAS is correct. However, it is not correct for reporting the type of exit for the Quarterly Report. The correct closure would be IC, incomplete, because they did not receive a credential. Robin, please jump in here. Let me know, and I will send a clarification out to the listserv. Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu From: BFET [mailto:bfet-bounces at lists.ctc.edu] On Behalf Of Brandi Koehler Sent: Wednesday, December 21, 2016 11:29 AM To: 'bfet at lists.ctc.edu' Subject: Re: [BFET] BFET Quarterly Report Template - Due NLT January 10, 2017 Regarding the second point, about when to use the CS code, my understanding is that it should be used when the student participates all the way to the scheduled end date of a component, not only when they complete a degree or certificate. Here's what Robin Thrower sent me when I asked about it: "CS means the participant completed the activity successfully, but did not receive employment. So if they completed the quarter successfully then yes, you would close with a CS." Thanks, Brandi Koehler Program Specialist Bellevue College - Workforce Education (425) 564-3066 brandi.koehler at bellevuecollege.edu From: BFET [mailto:bfet-bounces at lists.ctc.edu] On Behalf Of Mat Carlisle Sent: Wednesday, December 21, 2016 10:20 AM To: 'bfet at lists.ctc.edu' > Subject: [BFET] FW: BFET Quarterly Report Template - Due NLT January 10, 2017 Good morning. Please remember to submit your BFET quarterly report to me no later than Tuesday, January 10, 2017. I am resending some clarification provided back in November about the report form: 1. Will the "Total Clients in Component" column be duplicated or unduplicated? This column, Column B, of the report will be a duplicated count. The "Total Clients Exit" column, Column C, will be an unduplicated count. 1. Is the CS code, Completed Satisfactorily, an appropriate closure code for a student who will be taking a one quarter break from classes and then resuming their academic program? No, for the purpose of the Quarterly Report, this student should be coded as IC, Incomplete. The IC component identifies a student who did not complete an approved activity by the scheduled end date. The CS component identifies a student who successfully completed a certificate or degree, but has not yet received employment. Let me know if further clarification is needed. Thank you for the great work you do! Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu From: Mat Carlisle Sent: Wednesday, November 02, 2016 10:48 AM To: 'bfet at lists.ctc.edu' Subject: BFET Quarterly Report Template Good morning. I have attached the template that will be used for the BFET Quarterly Report. There is the possibility that DSHS will provide another training on the template, but that has not yet been decided nor a date and time set. The component outcomes that are being requested to be tracked are as follows: * Total number of clients in specific components * Total number of clients exiting specific components * Number of incomplete exits * Number of loss of contact exits * Number of successful completions without employment * Number of successful completions with employment The total number of clients in a specific component, Column B, can be obtained in eJAS. However, the rest will have to be manually tracked, at this time. Column C is an aggregate of Columns D-G. Columns D-G match the BFET component closure codes: * Column D: IC = Incomplete means the participant did not complete the activity by the scheduled end date. * Column E: LC = Loss of Contact means you lost contact with the client for at least 60 days. * Column F: CS = Completed Satisfactorily means the participant completed the activity successfully, but did not receive employment. * Column G: EE = Entered Employment means the participant exited the activity due to employment. Leave this column blank, unless you close a component with this closure code. You must close components if the participant has not engaged in the BFET activity or contacted you for 60 days. It is anticipated that manually tracking this data will be temporary, as a request has been submitted to have these numbers tracked within eJAS. The report for October-December 2016 must be submitted to the SBCTC no later than January 10, 2017. Generally, the report will be due to the SBCTC no later than 10th of the month following the end of the fiscal quarter, to allow the SBCTC to meet the DSHS deadline. It must be submitted to me via email. Thank you. Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu -------------- next part -------------- An HTML attachment was scrubbed... URL: From maria.klots at email.edcc.edu Wed Dec 21 11:54:55 2016 From: maria.klots at email.edcc.edu (Maria Klots) Date: Wed, 21 Dec 2016 11:54:55 -0800 Subject: [BFET] BFET Quarterly Report Template - Due NLT January 10, 2017 In-Reply-To: References: Message-ID: I agree with both. DAvid Scaar told us that CS should be used every time student completes an activity or quarter successfully. Thank you! Maria *Maria Klots* BFET Program Coordinator (Interim) Workforce Development and Training 20000 68th Ave. W, Lynnwood, WA 98036 | edcc.edu/bfet maria.klots at email.edcc.edu | T: 425.640.1257 | F: 425.640.1496 On Wed, Dec 21, 2016 at 11:48 AM, Viola, Katie wrote: > My understanding is the same as Brandi?s?that the CS closure code should > be used at the successful completion of the component (which would be the > quarter), not the end of their entire IEP/certificate/degree. I remember > David Skaar specifically using this example during the Q & A session at the > last BFET Forum and answering with the same response Robin Thrower gave > Brandi. > > > > *Katie Viola, M. Ed | Coordinator* > > Basic Food, Employment, and Training (BFET) > > Lake Washington Institute of Technology | West Building, W207M > > Katie.Viola at lwtech.edu | 425-576-5811 <(425)%20576-5811> > > [image: WorkforceDevelopment_639_1235] > > > > *From:* BFET [mailto:bfet-bounces at lists.ctc.edu] *On Behalf Of *Brandi > Koehler > *Sent:* Wednesday, December 21, 2016 11:29 AM > *To:* 'bfet at lists.ctc.edu' > *Subject:* Re: [BFET] BFET Quarterly Report Template - Due NLT January > 10, 2017 > > > > Regarding the second point, about when to use the CS code, my > understanding is that it should be used when the student participates all > the way to the scheduled end date of a component, not only when they > complete a degree or certificate. > > > > Here?s what Robin Thrower sent me when I asked about it: ?CS means the > participant completed the activity successfully, but did not receive > employment. So if they completed the quarter successfully then yes, you > would close with a CS.? > > > > Thanks, > > > > *Brandi Koehler* > > Program Specialist > > Bellevue College - Workforce Education > > (425) 564-3066 > > brandi.koehler at bellevuecollege.edu > > > > > > > > *From:* BFET [mailto:bfet-bounces at lists.ctc.edu > ] *On Behalf Of *Mat Carlisle > *Sent:* Wednesday, December 21, 2016 10:20 AM > *To:* 'bfet at lists.ctc.edu' > *Subject:* [BFET] FW: BFET Quarterly Report Template - Due NLT January > 10, 2017 > > > > Good morning. > > Please remember to submit your BFET quarterly report to me no later than > Tuesday, January 10, 2017. > > > > I am resending some clarification provided back in November about the > report form: > > 1. Will the ?Total Clients in Component? column be duplicated or > unduplicated? > > This column, Column B, of the report will be a duplicated count. The > ?Total Clients Exit? column, Column C, will be an unduplicated count. > > > > 1. Is the CS code, Completed Satisfactorily, an appropriate closure > code for a student who will be taking a one quarter break from classes and > then resuming their academic program? > > No, for the purpose of the Quarterly Report, this student should be coded > as IC, Incomplete. The IC component identifies a student who did not > complete an approved activity by the scheduled end date. The CS component > identifies a student who successfully completed a certificate or degree, > but has not yet received employment. > > > > Let me know if further clarification is needed. Thank you for the great > work you do! > > Mat > > > > Mat Carlisle > > Program Administrator, Workforce Education > > State Board of Community and Technical Colleges > > Phone: 360.704.4341 <(360)%20704-4341> > > Fax: 360.704.4418 <(360)%20704-4418> > > Email: mcarlisle at sbctc.edu > > > > *From:* Mat Carlisle > *Sent:* Wednesday, November 02, 2016 10:48 AM > *To:* 'bfet at lists.ctc.edu' > *Subject:* BFET Quarterly Report Template > > > > Good morning. > > I have attached the template that will be used for the BFET Quarterly > Report. There is the possibility that DSHS will provide another training > on the template, but that has not yet been decided nor a date and time set. > > > > The component outcomes that are being requested to be tracked are as > follows: > > - Total number of clients in specific components > - Total number of clients exiting specific components > - Number of incomplete exits > - Number of loss of contact exits > - Number of successful completions without employment > - Number of successful completions with employment > > > > The total number of clients in a specific component, Column B, can be > obtained in eJAS. However, the rest will have to be manually tracked, at > this time. Column C is an aggregate of Columns D-G. Columns D-G match the > BFET component closure codes: > > ? Column D: IC = Incomplete means the participant did not > complete the activity by the scheduled end date. > > ? Column E: LC = Loss of Contact means you lost contact with the > client for at least 60 days. > > ? Column F: CS = Completed Satisfactorily means the participant > completed the activity successfully, but did not receive employment. > > ? Column G: EE = Entered Employment means the participant exited > the activity due to employment. Leave this column blank, unless you close a > component with this closure code. > > You must close components if the participant has not engaged in the BFET > activity or contacted you for 60 days. > > > > It is anticipated that manually tracking this data will be temporary, as a > request has been submitted to have these numbers tracked within eJAS. > > > > The report for October-December 2016 must be submitted to the SBCTC no > later than January 10, 2017. Generally, the report will be due to the SBCTC > no later than 10th of the month following the end of the fiscal quarter, > to allow the SBCTC to meet the DSHS deadline. It must be submitted to me > via email. > > > > Thank you. > > Mat > > > > Mat Carlisle > > Program Administrator, Workforce Education > > State Board of Community and Technical Colleges > > Phone: 360.704.4341 <(360)%20704-4341> > > Fax: 360.704.4418 <(360)%20704-4418> > > Email: mcarlisle at sbctc.edu > > > > _______________________________________________ > BFET mailing list > BFET at lists.ctc.edu > http://lists.ctc.edu/mailman/listinfo/bfet_lists.ctc.edu > > -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: image001.jpg Type: image/jpeg Size: 12515 bytes Desc: not available URL: From mcarlisle at sbctc.edu Thu Dec 22 13:35:44 2016 From: mcarlisle at sbctc.edu (Mat Carlisle) Date: Thu, 22 Dec 2016 21:35:44 +0000 Subject: [BFET] eJAS Log In Is Changing - Phase One Effective 3/31/17 Message-ID: Good Morning! The process for logging into eJAS is changing due to the anticipated disabling of the fortress.wa.gov domain on March 31, 2017. Phase one of the new eJAS domain will require the use of the Secure Access Washington (SAW) Portal to log into eJAS. You may already be familiar with SAW. If you currently have a SAW account for work, there is nothing you will need to do until you get the email below. If you do not have a SAW account, instructions for setting up an account are attached for your reference. Be sure to follow each step, as you will need to use the service code (p. 8 of the instructions) in order to see "EJAS Production" listed under your services within your SAW account. PLEASE NOTE: if you have a personal SAW account, you will need to create a new account for work purposes that is NOT linked to your personal account. The process with the SBCTC for gaining access to eJAS remains the same: new users will need to send a completed DSHS Non-disclosure form to Kim Wheeler, kwheeler at sbctc.edu, via the Washington Secure Email Portal. Be on the lookout for this message from DSHS: Effective January 1, 2017, users accessing eJAS shall receive a message on the eJAS logon page that states: Attention all Contractors and DSHS staff who access eJAS with URL: https://fortress.wa.gov/dshs/ejasprod/ Effective 3/31/17: the fortress URL above will be disabled. To improve security, users logging into eJAS with the fortress URL will be required to access the system via the Secure Access Washington (SAW) portal. Please update your bookmarks/favorites with the new Secure Access URL: https://secureaccess.wa.gov/dshs/ejas/ Click here for instructions on creating a SAW account and adding eJAS as a service. If you have any questions, please do not hesitate to let me know. Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Signup for Secure Access Washington_eJAS.docx Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document Size: 1552846 bytes Desc: Signup for Secure Access Washington_eJAS.docx URL: From mcarlisle at sbctc.edu Thu Dec 22 15:02:10 2016 From: mcarlisle at sbctc.edu (Mat Carlisle) Date: Thu, 22 Dec 2016 23:02:10 +0000 Subject: [BFET] Quarterly Report Clarification Message-ID: Good afternoon. I have talked with DSHS and am awaiting a written clarification on the confusion with the BFET Quarterly Report. In the meantime, I wanted to send you the latest update, before we all disappear for the holidays. It appears that the primary confusion grows out of there being a difference between closing a student in eJAS with a component closure code and reporting a student permanently exiting the BFET program on the Quarterly Report. The aim of the Quarterly Report is to document those who are permanently leaving the BFET program. Referring to the Quarterly Report rubric, the columns would reflect the following permanent exits from the BFET program: * Column D - Incomplete = a participant who is exiting BFET without completing an activity by its scheduled end date, e.g., a student who let you know they were withdrawing from classes during the quarter with no intention to return to college; a student who is exiting the BFET program without receiving a credential * Column E - Loss of Contact = a participant from whom you have not heard for at least 60 days, e.g., a student who withdrew from classes without letting you know; a student who has not been in contact with you for 60 days * Column F - Complete = a participant who is exiting BFET and has received a certificate or degree, but you are not aware if they have found employment * Column G - Enter Employment = a participant who is exiting BFET, whether they have received a credential or not, and you are aware that they are exiting because they have found employment Although there is a similarity between the eJAS component closure codes and the column names for the Quarterly Report, they are not equivalent. For example, a student who has successfully completed a quarter of college, did not enroll for the following quarter, but has let you know they intend to return at some later date could be closed in eJAS using the CS closure code, but would not be included in the count for Column F on the Quarterly Report, because they have not received a credential and are not "exiting" the BFET program. I hope that this clears the muddy waters at least a little. I am happy to answer further questions. I will let you know if anything changes. Have a joyous Christmas and a safe and happy New Year. Mat Mat Carlisle Program Administrator, Workforce Education State Board of Community and Technical Colleges Phone: 360.704.4341 Fax: 360.704.4418 Email: mcarlisle at sbctc.edu -------------- next part -------------- An HTML attachment was scrubbed... URL: