[BFET] FFY20 UPDATING EXPIRED BFET COMPONENTS MEMO
Jennifer Dellinger
jdellinger at sbctc.edu
Mon Dec 16 09:43:20 PST 2019
Hello BFET Team.
In relation to the concerns sent to the listserve about updating expired components, below is a new procedural change. The notification came at the many provider meetings last week. This new process should alleviate the concerns around what was thought to be a more intensive process. DSHS will be releasing another memo for updates to the scheduled component close date. In addition to the new process for scheduling component close dates (defined below), I am including information received from DSHS in regards to a clarifying question that was asked by Centralia College. Thank you Centralia for asking such an important question!
Procedure Change Provided By DSHS:
Component Close Date:
Component close dates can now cover the gap between quarters. However, cannot be for more than 150 days at a time. Component start date will be first day of quarter and component end date will be the day before the next quarter starts.
What Does This Mean?
· Effective immediately you can open components and schedule the close date to be the day before the next quarter begins.
· You may extend the current components you have to have a close date of the day before Winter quarter begins.
· No MORE TUITION BILLING ROSTER (clarification from college question attached)
· You may issue Participant Reimbursements prior to the start of the quarter as long as you have an open component. This will help us to meet the needs of students such as those in Nursing that need to have items prior to the start of the quarter.
Please review the information in this email and the attached question clarification. If you have any questions or would like further clarification on processes please let me know. It is our hope that this new process change will have a beneficial impact to those we serve and reduce the administrative processes for staff. As soon as DSHS releases the official memo we will forward it to the listserve.
Respectfully,
[Compass]Jennifer Dellinger
Program Administrator
Washington State Board for Community and Technical Colleges
Email: jdellinger at sbctc.edu<mailto:jdellinger at sbctc.edu> ∙ Office: 360.704.3925
Electronic Privacy Notice: This e-mail, and any attachments, contains information that is, or may be, covered by electronic communications privacy laws, and is also confidential and proprietary in nature. If you are not the intended recipient, please be advised that you are legally prohibited from retaining, using, copying, distributing, or otherwise disclosing this information in any manner. Instead, please reply to the sender that you have received this communication in error, and then immediately delete it. Thank you in advance for your cooperation.
From: Biros, Demetra <Demetra.Biros at lwtech.edu>
Sent: Friday, December 6, 2019 11:59 AM
To: Jennifer Dellinger <jdellinger at sbctc.edu>; bfet at lists.ctc.edu
Subject: [UCE] RE: FFY20 UPDATING EXPIRED BFET COMPONENTS MEMO
Jennifer,
Please provide clarification on a couple items related to this change.
· If I am understanding this correctly, if a student has not yet registered for the following quarter, we will need to close their component within 10 days of the quarter ending? If they then register (on day 11, for example) for the next quarter, we would need to open a new component. Is that correct? Would we also have to deem them eligible again and create an initial progress note?
o An example: Fall quarter ends on 12/6. Currently we have 20 students that are not yet registered for Winter quarter, for a variety of reasons (including batch registration by some departments). If on 12/20 they are still not registered for Winter, we will need to close their components. If on 12/23 they all register for Winter quarter, we will have to check eligibility, open new components for Winter quarter, and enter an initial progress note.
· If the above understanding is correct, is it understood by SBCTC and DSHS that this is creating a significant amount of more work at each of the colleges, as it is much easier to extend a component then it is to start from the beginning? Is it also understood by DSHS that this also compromises data integrity, as it does not actually reflect what the client is doing within the BFET program?
· In light of this new change, has there been discussion around increasing the length of time that VE and BE components can be opened? If they could be open for a maximum of one year, then we would not have to do this on a quarterly basis. With a maximum of 150 days, it doesn’t even cover 2 quarters, plus the break in between quarters.
Maybe I’m understanding this new policy incorrectly and maybe this change does not impact other colleges in the same way, as their procedures might be different. Any clarification that you can provide is appreciated.
Thank you,
Demetra Biros
Director of Workforce Development
Lake Washington Institute of Technology
425-739-8315
Demetra.Biros at lwtech.edu<mailto:Demetra.Biros at lwtech.edu>
From: BFET [mailto:bfet-bounces at lists.ctc.edu] On Behalf Of Jennifer Dellinger via BFET
Sent: Friday, December 6, 2019 10:55 AM
To: bfet at lists.ctc.edu<mailto:bfet at lists.ctc.edu>
Subject: [BFET] [UCE] FW: FFY20 UPDATING EXPIRED BFET COMPONENTS MEMO
Importance: High
Good Morning BFET Team,
Attached is formal memo from DSHS Policy updating the process for expired components.
Memo Summary:
The new policy goes into effect December 15, 2019 and states that all expired components must be updated or closed within 10 business days or DSHS will administratively close them with an NS closure code.
Please review the memo with staff and let us know if you have any questions. I will do my best to assist or provide clarification.
Thank you,
[Compass]Jennifer Dellinger
Program Administrator
Washington State Board for Community and Technical Colleges
Email: jdellinger at sbctc.edu<mailto:jdellinger at sbctc.edu> ∙ Office: 360.704.3925
Electronic Privacy Notice: This e-mail, and any attachments, contains information that is, or may be, covered by electronic communications privacy laws, and is also confidential and proprietary in nature. If you are not the intended recipient, please be advised that you are legally prohibited from retaining, using, copying, distributing, or otherwise disclosing this information in any manner. Instead, please reply to the sender that you have received this communication in error, and then immediately delete it. Thank you in advance for your cooperation.
From: Williams, Bessie (DSHS) <WilliBL at dshs.wa.gov<mailto:WilliBL at dshs.wa.gov>>
Sent: Friday, December 6, 2019 10:40 AM
To: Jennifer Dellinger <jdellinger at sbctc.edu<mailto:jdellinger at sbctc.edu>>
Cc: Howard, Shavana (DSHS) <HamilSK at dshs.wa.gov<mailto:HamilSK at dshs.wa.gov>>; Williams, Gus <WilliGX1 at dshs.wa.gov<mailto:WilliGX1 at dshs.wa.gov>>; Talbott, Felicia (DSHS) <agdamfm at dshs.wa.gov<mailto:agdamfm at dshs.wa.gov>>; Stelly, Kimberly (DSHS) <StellKR at dshs.wa.gov<mailto:StellKR at dshs.wa.gov>>; Williams, Shannon D (DSHS) <WilliSD at dshs.wa.gov<mailto:WilliSD at dshs.wa.gov>>; Malcolm, Billie (DSHS) <MalcoBS at dshs.wa.gov<mailto:MalcoBS at dshs.wa.gov>>; Mai, Ashley (DSHS) <MaiA at dshs.wa.gov<mailto:MaiA at dshs.wa.gov>>; Adams, Corinna (DSHS) <adamsc2 at dshs.wa.gov<mailto:adamsc2 at dshs.wa.gov>>; Skaar, David W (DSHS) <skaardw at dshs.wa.gov<mailto:skaardw at dshs.wa.gov>>; Jones, Melissa (DSHS) <cummiMR at dshs.wa.gov<mailto:cummiMR at dshs.wa.gov>>; Brown, Tea'Launna (DSHS) <Brownt at dshs.wa.gov<mailto:Brownt at dshs.wa.gov>>; Thrower, Robin (DSHS) <throwrl at dshs.wa.gov<mailto:throwrl at dshs.wa.gov>>; Thomas, Terry (DSHS) <thomatm at dshs.wa.gov<mailto:thomatm at dshs.wa.gov>>; Lee, Rick Q (DSHS) <leerq at dshs.wa.gov<mailto:leerq at dshs.wa.gov>>; Hanratty, Michael J (DSHS) <hanramj at dshs.wa.gov<mailto:hanramj at dshs.wa.gov>>; Gilmore, Terra (DSHS) <GilmoTA at dshs.wa.gov<mailto:GilmoTA at dshs.wa.gov>>; Dofelmire, Linda (DSHS) <serralg at dshs.wa.gov<mailto:serralg at dshs.wa.gov>>; Wilson, Debbie (DSHS) <wilsode at dshs.wa.gov<mailto:wilsode at dshs.wa.gov>>; Stallsworth, Cindy (DSHS) <StallCM at dshs.wa.gov<mailto:StallCM at dshs.wa.gov>>
Subject: FFY20 UPDATING EXPIRED BFET COMPONENTS MEMO
Importance: High
Dear Providers,
As the BFET program continues to grow, we are committed to sharing all BFET Policy changes with our providers that will better assist the clients we serve. This is a policy and procedure change from FFY19.
We have attached the Updating Expired Components Memo. This change is necessary to maintain the data integrity for the BFET Program. Your cooperation in this matter is greatly appreciated.
If you have any questions, please do not hesitate to contact SWBFETPolicy.
Thank You
BFET Policy & BFET Program Support Team
Community Service Division/Economic Services Administration
Washington State Department of Social and Health Services
Transforming Lives
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