[BFET] FW: BFET Quarterly Report Template - Due NLT January 10, 2017

[Mat Carlisle]

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<mailto: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' <bfet at lists.ctc.edu<mailto: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<mailto: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<mailto:mcarlisle at sbctc.edu>

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