[Wsssc] FW: COVID-19 March 27 Update

Joe Holliday jholliday at sbctc.edu
Mon Mar 30 07:33:48 PDT 2020

Good morning, WSSSC. Here is the daily update from SBCTC.

Joe Holliday
Director, Student Services
Washington State Board for Community and Technical Colleges
jholliday at sbctc.edu<mailto:jholliday at sbctc.edu>* o: 360-704-4334 * f: 360-704-4418
sbctc.edu<https://www.sbctc.edu/> * Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> * Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>

From: Carli Schiffner <cschiffner at sbctc.edu>
Sent: Monday, March 30, 2020 6:01 AM
Cc: Joe Holliday <jholliday at sbctc.edu>; Darby Kaikkonen <dkaikkonen at sbctc.edu>; Ana Ybarra <aybarra at sbctc.edu>; Bill Moore <bmoore at sbctc.edu>; Jamilyn Penn <jpenn at sbctc.edu>; Jon Kerr <jkerr at sbctc.edu>; Kristi Wellington Baker <kwellingtonbaker at sbctc.edu>; Mark Jenkins <mjenkins at sbctc.edu>; Nate Humphrey <nhumphrey at sbctc.edu>; Scott Copeland <scopeland at sbctc.edu>; Susan Wanager <swanager at sbctc.edu>
Subject: FW: COVID-19 March 27 Update

From: John Boesenberg <jboesenberg at sbctc.edu<mailto:jboesenberg at sbctc.edu>>
Sent: Friday, March 27, 2020 4:18 PM
To: Amit Singh (amit.singh at edcc.edu<mailto:amit.singh at edcc.edu>) <amit.singh at edcc.edu<mailto:amit.singh at edcc.edu>>; Amy Morrison (amy.morrison at lwtech.edu<mailto:amy.morrison at lwtech.edu>) <amy.morrison at lwtech.edu<mailto:amy.morrison at lwtech.edu>>; Arlen Harris <aharris at sbctc.edu<mailto:aharris at sbctc.edu>>; Beth Gordon <bgordon at sbctc.edu<mailto:bgordon at sbctc.edu>>; Bob Mohrbacher - Centralia (bob.mohrbacher at centralia.edu<mailto:bob.mohrbacher at centralia.edu>) <bob.mohrbacher at centralia.edu<mailto:bob.mohrbacher at centralia.edu>>; Carli Schiffner <cschiffner at sbctc.edu<mailto:cschiffner at sbctc.edu>>; Chad Hickox (chad.hickox at wwcc.edu<mailto:chad.hickox at wwcc.edu>) <chad.hickox at wwcc.edu<mailto:chad.hickox at wwcc.edu>>; Cherie Berthon <cberthon at sbctc.edu<mailto:cberthon at sbctc.edu>>; Cheryl Roberts <cheryl.roberts at shoreline.edu<mailto:cheryl.roberts at shoreline.edu>>; Chris Bailey (cbailey at lowercolumbia.edu<mailto:cbailey at lowercolumbia.edu>) <cbailey at lowercolumbia.edu<mailto:cbailey at lowercolumbia.edu>>; Christine Johnson (christine.johnson at ccs.spokane.edu<mailto:christine.johnson at ccs.spokane.edu>) <christine.johnson at ccs.spokane.edu<mailto:christine.johnson at ccs.spokane.edu>>; Daria Willis (dwillis at everettcc.edu<mailto:dwillis at everettcc.edu>) <dwillis at everettcc.edu<mailto:dwillis at everettcc.edu>>; Darrell Cain - Pierce Puyallup (dcain at pierce.ctc.edu<mailto:dcain at pierce.ctc.edu>) <dcain at pierce.ctc.edu<mailto:dcain at pierce.ctc.edu>>; Eric Murray (emurray at cascadia.edu<mailto:emurray at cascadia.edu>) <emurray at cascadia.edu<mailto:emurray at cascadia.edu>>; Grant Rodeheaver <grodeheaver at sbctc.edu<mailto:grodeheaver at sbctc.edu>>; Ivan Harrell (iharrell at tacomacc.edu<mailto:iharrell at tacomacc.edu>) <iharrell at tacomacc.edu<mailto:iharrell at tacomacc.edu>>; Jan Yoshiwara <jyoshiwara at sbctc.edu<mailto:jyoshiwara at sbctc.edu>>; Jim Minkler (jim.minkler at ghc.edu<mailto:jim.minkler at ghc.edu>) <jim.minkler at ghc.edu<mailto:jim.minkler at ghc.edu>>; Jim Richardson (jrichardson at wvc.edu<mailto:jrichardson at wvc.edu>) <Jrichardson at wvc.edu<mailto:Jrichardson at wvc.edu>>; John Boesenberg <jboesenberg at sbctc.edu<mailto:jboesenberg at sbctc.edu>>; John Mosby (jmosby at highline.edu<mailto:jmosby at highline.edu>) <jmosby at highline.edu<mailto:jmosby at highline.edu>>; Joyce Loveday (joyce.loveday at cptc.edu<mailto:joyce.loveday at cptc.edu>) <joyce.loveday at cptc.edu<mailto:joyce.loveday at cptc.edu>>; Julie Walter <jwalter at sbctc.edu<mailto:jwalter at sbctc.edu>>; Julie White - Pierce College Fort Steilacoom (juwhite at pierce.ctc.edu<mailto:juwhite at pierce.ctc.edu>) <juwhite at pierce.ctc.edu<mailto:juwhite at pierce.ctc.edu>>; Kathi Hiyane-Brown (khiyane-brown at whatcom.edu<mailto:khiyane-brown at whatcom.edu>) <khiyane-brown at whatcom.edu<mailto:khiyane-brown at whatcom.edu>>; Kevin Brockbank (Kevin.brockbank at scc.spokane.edu<mailto:Kevin.brockbank at scc.spokane.edu>) <Kevin.brockbank at scc.spokane.edu<mailto:Kevin.brockbank at scc.spokane.edu>>; Kevin McCarthy (kmccarthy at rtc.edu<mailto:kmccarthy at rtc.edu>) <kmccarthy at rtc.edu<mailto:kmccarthy at rtc.edu>>; Kim Perry - Bellingham Tech (kperry at btc.edu<mailto:kperry at btc.edu>) <kperry at btc.edu<mailto:kperry at btc.edu>>; Kim Tanaka <ktanaka at sbctc.edu<mailto:ktanaka at sbctc.edu>>; Kimberlee Messina (Kimberlee.Messina at sfcc.spokane.edu<mailto:Kimberlee.Messina at sfcc.spokane.edu>) <Kimberlee.Messina at sfcc.spokane.edu<mailto:Kimberlee.Messina at sfcc.spokane.edu>>; Kristen Jones (kristen.jones at bellevuecolleg.edu<mailto:kristen.jones at bellevuecolleg.edu>) <kristen.jones at bellevuecollege.edu<mailto:kristen.jones at bellevuecollege.edu>>; Kurt Buttleman (kurt.buttleman at seattlecolleges.edu<mailto:kurt.buttleman at seattlecolleges.edu>) <Kurt.Buttleman at seattlecolleges.edu<mailto:Kurt.Buttleman at seattlecolleges.edu>>; Laura McDowell <lmcdowell at sbctc.edu<mailto:lmcdowell at sbctc.edu>>; Lin Zhou - Bates <lzhou at batestech.edu<mailto:lzhou at batestech.edu>>; Linda Kaminski <lkaminski at yvcc.edu<mailto:lkaminski at yvcc.edu>>; Luke Robins (lrobins at pencol.edu<mailto:lrobins at pencol.edu>) <lrobins at pencol.edu<mailto:lrobins at pencol.edu>>; Marty Cavalluzzi - Olympic <mcavalluzzi at olympic.edu<mailto:mcavalluzzi at olympic.edu>>; Michele Johnson <mjohnson at pierce.ctc.edu<mailto:mjohnson at pierce.ctc.edu>>; Rebekah Woods (rwoods at columbiabasin.edu<mailto:rwoods at columbiabasin.edu>) <rwoods at columbiabasin.edu<mailto:rwoods at columbiabasin.edu>>; Rosie Rimando-Chareunsap - South Seattle (Rosie.Rimando at seattlecolleges.edu<mailto:Rosie.Rimando at seattlecolleges.edu>) <Rosie.Rimando at seattlecolleges.edu<mailto:Rosie.Rimando at seattlecolleges.edu>>; Sandra Fowler-Hill (sfowler-hill at clark.edu<mailto:sfowler-hill at clark.edu>) <sfowler-hill at clark.edu<mailto:sfowler-hill at clark.edu>>; Sheila Edwards Lange - Seattle Central (Sheila.EdwardsLange at seattlecolleges.edu<mailto:Sheila.EdwardsLange at seattlecolleges.edu>) <Sheila.EdwardsLange at seattlecolleges.edu<mailto:Sheila.EdwardsLange at seattlecolleges.edu>>; Shouan Pan (shouan.pan at seattlecolleges.edu<mailto:shouan.pan at seattlecolleges.edu>) <shouan.pan at seattlecolleges.edu<mailto:shouan.pan at seattlecolleges.edu>>; Suzanne Johnson (sjohnson at greenriver.edu<mailto:sjohnson at greenriver.edu>) <sjohnson at greenriver.edu<mailto:sjohnson at greenriver.edu>>; Terry Leas (terryl at bigbend.edu<mailto:terryl at bigbend.edu>) <terryl at bigbend.edu<mailto:terryl at bigbend.edu>>; Tim Stokes (tstokes at spscc.edu<mailto:tstokes at spscc.edu>) <tstokes at spscc.edu<mailto:tstokes at spscc.edu>>; Tom Keegan (thomas.keegan at skagit.edu<mailto:thomas.keegan at skagit.edu>) <thomas.keegan at skagit.edu<mailto:thomas.keegan at skagit.edu>>; Wayne Doty <wdoty at sbctc.edu<mailto:wdoty at sbctc.edu>>
Subject: COVID-19 March 27 Update

The information listed below has come-up since yesterday's message was sent.  It will be shared with the WACTC Commissions.  Additional information/details may be accessed through our Google Drive at https://drive.google.com/drive/folders/1PnHhItWpvNhUhhxrCq5LSzxjenmVS5nw

·       General Information:

  *   State Board received confirmation of the dates included in the Stay Home Stay Healthy proclamation. The order is effective today March 25 at midnight.  Folks are released from staying home midnight of April 6th (essentially April 7th), resulting in the ability for staff and faculty to return to campus, if needed.  Equipment/hand's on intensive instruction with social distancing can resume on April 9th.  However, given comments made during the Governor's 3/26 press conference, there is a good possibility that the Stay Home Stay Healthy proclamation may be extended by at least one week.
  *   Possible Special Session.  Governor Inslee is scheduled to sign the FY21 Supplemental Operating Budget on Thursday, April  2.  It is anticipated that he may veto sections in an effort to save funds and provide a "cushion" to somewhat mitigate future budget cuts that may be necessary due to COVID-19.
     *   The next revenue forecast is scheduled for June 17, 2020.  More information on the need and timing of a Special Session may become available as we get closer to that date.
     *   There are also some potential barriers that would need to be addressed related to, for example, convening Legislators and members of the public while maintaining social distancing.
  *   The State Board participated in a meeting with Legislators and their staff.  Also participating were representatives of other higher education/training partners.  Each sector shared activities it has undertaken to address the COVID-19 impacts.  The Legislators, including higher education committee leads, seemed most interested in the impacts to students - i.e., housing, financial aid, work study, grades, eligibility for transition to their major, refunds of tuition/room/board fees.
     *   There were also questions related to authority and meaning of local declarations of financial emergency (CWU adopted a declaration of financial emergency last week.)
        *   The State Board has authority to declare a financial emergency, if state funds are reduced by the Legislature or Governor.  A State Board emergency declaration streamlines the RIF process for tenured/tenure track faculty.  It does not impact access to additional funding. Likewise, local college declarations of financial emergency may impact local polices, practices or CBA provisions but does not proved access to funds outside of those already maintained by the college district.
  *   Colleges are struggling to identify ways to support students reliant on cash to pay tuition and books.  Ideas that have surfaced include:
     *   Purchase of temporary credit cards at grocery stores that can be used to pay for books and tuition on-line.  There may be fees to buy the cards and students need the keep the cards in case of refunds (they go back on the card).
     *   Set up temporary cashiering station, at or near the exterior doors. Limiting students by appointment, social distancing and providing intensive cleaning.  There's risk that, although higher education has been listed as an essential business/activity, this may not be consistent with the Stay Home Stay Healthy order.
     *   Having students make appointment to drive by the bookstore to pay for and pick up books - with bookstore staff going to the car to make the exchange.  As noted immediately above, may not be consistent with Stay Home Stay Healthy order.
     *   Being very efficient in the distribution of books to cash-only students when the Stay Home Stay Healthy order is lifted.

o   To Donate/Sell/Manufacture PPE:  The main Washington State Corona Virus website is run by the department of military: https://coronavirus.wa.gov/.  On that page, you'll see 'what you can do' including a reference to shortages of personal protective equipment. That link takes you here:

https://des.wa.gov/about/agency-overview/covid-19-information-%E2%80%93-des-guidance/personal-protective-equipment.  Inquiries regarding other items, including the following, should be directed to covidhelp at mil.wa.gov<mailto:covidhelp at mil.wa.gov>.

·       Capital and Operating Budget
o   CARES Act Summaries
§  NACUBO Congressional lawmakers passed their third and most comprehensive piece of legislation designed to provide economic relief to individuals, corporations, and nonprofit entities impacted by the coronavirus. The Coronavirus Aid, Relief, and Economic Security Act (CARES Act) provides budgetary relief to higher education institutions through numerous provisions. It also provides tax relief<https://www.nacubo.org/News/2020/3/What-the-Coronavirus-Stimulus-Means-for-Higher-Education-Tax-Compliance> and student aid support<https://www.nacubo.org/News/2020/3/What-the-Coronavirus-Stimulus-Means-for-Student-Aid>.  For full article, see https://www.nacubo.org/News/2020/3/What-the-Coronavirus-Stimulus-Means-for-Higher-Education-Funding
§  From David Baime/AACC:  http://www.ccdaily.com/2020/03/washington-watch-what-the-cares-act-holds-for-higher-ed/
o   BAC members met today via WebEx to discuss how to track COVID-19 related costs/revenue losses and report to the State Board.  Additional categories for tracking revenue losses were developed and clarification was provided as colleges compared notes. A follow-up WebEx for BAR members has been scheduled for Monday, March 30.  The initial report is due on March 30th for costs/revenue losses identified through March 20. Guidance was received from OFM stating that the reports should be submitted weekly as per the below schedule:

Reporting Schedule
Report Due
Identified costs through March 20, 2020
March 30, 2020
Identified costs through March 27, 2020
April 6, 2020
Identified costs through April 3, 2020
April 13, 2020
Identified costs through April 10, 2020
April 20, 2020
Identified costs through April 17, 2020
April 27, 2020
Identified costs through April 24, 2020
May 4, 2020
Identified costs through May 1, 2020
May 11, 2020

John Ginther is the State Board lead on this effort.

·      Employment
o   DES has gathered together a list of on-line workforce development and learning resources that are now live and available on the Online Learning Resources for Workforce Development webpage<https://des.wa.gov/services/training-and-development/online-learning-resources-workforce-development>.  In addition, they have collected and provided a spreadsheet with descriptions and links of various training opportunities that can occur remotely (Posted to the Google Drive in the "Employee guidance" folder.)

·      Instruction/ Student Services
o   Placement Tests.  WSSC and IC have worked to share information on alternatives to placement tests, primarily through use of multiple measures, guided self-placement and transcripts. to identify and resolve issues related to accessing placement tests.
o   The State Board's Basic Education for Adults (BEdA) office held a Zoom meeting this morning for a COVID-19 update for the Council for Basic Skills.  The intent was to: provide updates on COVID-19 related guidance from BEdA office since March 20, 2020;  provide space for questions and answers ; provide a platform to surface innovative strategies and practices as providers and programs are impacted by COVID-19.
o   State Board is partnering with other education sectors to get greater flexibility in allied health (i.e. nursing) related graduation requirements from accrediting commissions. A draft letter was sent to chief academic officers and Presidents  yesterday with feedback due today.  The plan is to incorporate feedback from the various partners, add language that conveys a sense of urgency, and send letter to the Department of Health and Governor's Office by Monday.  Legislators are also very interested in supporting our request and will work the issue through their channels.
o   Guidance for Student Internet Access.  Many students are facing access issues at this time due to limited technology equipment and broadband connections. There is opportunity for student support programs to increase student access across our system - some options may already be available and there are spaces for creativity as well.  State Board staff have developed guidance with the intention to share information about opportunities to utilize student support program funding to expand student access to online courses. For more information and details see the Google Drive in the "Remote attendance and guidance" folder at https://drive.google.com/drive/folders/1h5BqcI9ChxL105ABQLZkuPosVcpoRNbr).
o   WSU Commencement.  A decision has been made by WSU related to its spring graduation ceremony. Here is a link to updated WSU commencement plans: https://news.wsu.edu/2020/03/25/spring-semester-commencement-postponed-two-options-planned/
o   Data and Reporting.  The State Board COVID-19 Data and Reporting Communication team has provided the following guidance related to the changing of quarter start dates and class modality.
Question:  Can colleges change their spring quarter start dates?  Do we need to request approval from the State Board?
Answer:  Colleges may choose to change their quarter start and end dates without approval from the State Board.  The dates should be adjusted in the system (legacy or ctcLink) to reflect the new dates for spring quarter.
§  The quarter end date should not occur after the new fiscal year begins on July 1.
§  The quarter census date must be adjusted to reflect the new quarter start date per SBCTC Policy Manual 5.50.10<https://www.sbctc.edu/colleges-staff/policies-rules/policy-manual/chapter-5.aspx>
§  If a college chooses to change its quarter start date, classes that are already scheduled must be adjusted to reflect the revised start and/or end dates.
§  The functional teams in ctcLink and legacy have provided support in how to make these date changes.
·       Legacy system documentation, for the shifting of term dates, can be found here:
o   Financial Aid<https://www.sbctc.edu/colleges-staff/it-support/legacy-applications/fas/default.aspx>
o   Student Management System<https://www.sbctc.edu/colleges-staff/it-support/legacy-applications/sms/default.aspx>
o   Finance Management System<https://www.sbctc.edu/colleges-staff/it-support/legacy-applications/fms/default.aspx>
·       ctcLink Peoplesoft documentation, for the shifting of term dates, can be found here:
o   Financial Aid<http://ctclinkreferencecenter.ctclink.us/m/95198/l/1219658-9-2-spring-term-shift-financial-aid>
o   Campus Solutions and Student Financials<http://ctclinkreferencecenter.ctclink.us/m/95198/l/1219657-9-2-spring-term-shift-cs-core-and-sf>
§  For assistance, please submit a ticket.  The legacy and ctcLink teams are willing to schedule WebEx sessions to assist if needed.
§  The State Board Data Services team is maintaining the instructional calendar located here:  Instructional Calendar <https://www.sbctc.edu/colleges-staff/data-services/school-calendar.aspx>  For any further changes to spring quarter start or end dates, please contact dataservices at sbctc.edu<mailto:dataservices at sbctc.edu>
§  Question:  Should colleges change the class coding for modality from face-to-face to online for spring quarter?

Answer:  The State Board does not require changing the modality coding of classes offered during spring quarter.  If a class was previously scheduled as face-to-face and has changed to online, it is best to keep the class coded as face-to-face.  This is specifically related to the DIST_ED data element in legacy and INSTRUCTION_MODE data element in ctcLink.  These specific fields are used for reporting purposes and the charging of class fees - they do not restrict the ability to offer the classes online.

·      Issues being worked:
o   CASAS Placement testing for CCR.  Working internally to get clarity.

·      Event Cancellations/Changes (Newly Added/Updated in RED)

     *   Dual Credit Summit, March 16-17 cancelled and being rescheduled for fall 2020 (Looking at October 5/6, 2020)
     *   ATL Retreat, March 26-27, cancelled.
     *   Dean Community of Practice, March session cancelled.
     *   Bridge to College meetings have been converted to virtual convenings.
     *   Guided Pathway Work Plan review, March 12-13, is converting to an online modality (details to follow).
     *   Annual Students of Color conference April 23-25 Yakima cancelled
     *   All Student Services conference April 29-May 1 Tacoma, Student Services Commission has been re-scheduled to May 3-6, 2021.
     *   Team Teacher training at Centralia College, March13, 2020, Cancelled
     *   COABE Conference has been Cancelled/Postponed (Originally scheduled for 4/5-4/8, postponed till summer)
     *   AACC has been cancelled.
     *   Council for Basic Skills April Meeting has been cancelled
     *   Intercollegiate Relations Committee (ICRC) is spring meeting cancelled (4/16-17)
     *   AEAC has been cancelled Spring qtr.
     *   Articulation and Transfer Council spring meeting (April 23-24) moved to Zoom.
     *   Spring ATL (May 6-8) has been cancelled.
     *   Faculty of Color Mentorship Program spring retreat (May 15) has been cancelled.
     *   Spring Math Conference (April 30 - May 2)  has been cancelled.
     *   College EBT Retailer Application Webinar scheduled for 4/8/2020 - postponed
     *   Workforce Education Council, April 30 - May 1 - cancelled.
     *   Early Childhood Teacher Preparation Council, April 30 - May 1 - cancelled.
     *   Workforce Connections Forum, scheduled for May 18-19th, has been rescheduled to August 25-26th.
     *   HRMC meeting scheduled for May has been cancelled.

John Boesenberg, Deputy Executive Director
Business Operations
360-704-4303; jboesenberg at sbctc.edu<mailto:jboesenberg at sbctc.edu>

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