1. Enrollment Policy Updates
Presented by:
Autumn Yoke, SBCTC
Policy Associate, Enrollment Policy and Reporting
(360)

2. Enrollment Counting Work Group
Background
New funding allocation formula adopted September 2015
Work Group convened May 2015
Composed of Business Officers, Instruction VPs, Student Services VPs, Research Directors, Registrars, Basic Skills and Workforce Ed Deans, SBCTC staff
Goals
Promote consistent and equitable enrollment reporting among colleges
Eliminate workarounds
Address how enrollments are generated through multiple modes of instruction
Produce verifiable enrollments that are reported to SBCTC and monitored for accuracy.

3. Work Group Implementation Recommendations
Eliminate special rules for basic skills
Update SBCTC Policy Manual Chapters 4 & 5
Provide training on enrollment policies
Provide annual trainings in subsequent years
Adopted as system policy June 2016, effective Summer Quarter 2017
Source: State Board meeting agenda, Resolution , Tab 6

4. Definitions The Work Group clarified the following definitions:
Class (vs. Course)
A class is a specific section or modality offering of a course that is listed and describe in the course catalog. Students enroll in classes and enrollments are reported on a per-class basis.
Credit Hour
An amount of work represented in intended learning outcomes and verified by evidence of student achievement (U.S. Dept. of Ed)
1 hour of classroom or direct faculty instruction and a minimum of 2 hours of out-of-class student work each week
Theory (formerly Lecture): 1 credit per weekly contact hour of instruction
Guided Practice (formerly Lab): 1 credit per 2 weekly contact hours of instruction
Field-Based Experience (formerly Worksite/Other): 1 credit per a minimum of 3 weekly contact hours

5. Instructional Modalities
The Work Group established definitions for the following instructional modalities:
Face-to-Face classes
Online classes
Hybrid classes
Flipped classes
Competency-Based Education

6. Enrollment Reporting: State-Funded Classes and Students
Enrollments can be counted as state-funded only if they are in state- funded classes.
Tuition must be charged on all enrollments recorded as state FTEs
Some students in state-funded classes may be contract enrollments
Effective July 2017: State-funded classes must have syllabi on file by the census date of the class.
Special rules for Basic Skills enrollments have been eliminated.
Basic skills enrollments are treated like transfer and workforce education enrollments and are integrated into overall enrollment policies.
Enrollments in BEdA classes funded with WIOA funds should be recorded as state-funded

7. Enrollment Reporting: When Do Students Count
Students who register for a state-funded class prior to the census date and do not subsequently drop prior to the census date count for enrollment reporting.
Students registered for a state-funded class by a registrar’s office official after the census date under the following special provisions:
Extenuating circumstances
Logistical or programmatic circumstances
Administrative circumstances

8. Enrollment Reporting: When Do Students NOT Count
Students who have not paid, waived, have a payment plan established, or a guarantee from a 3rd party payer (L&I, DVR, VA, state/federal aid, etc) for tuition and/or fees by the census date.
Enrollments in self-support classes (including leisure and hobby classes).
Additionally, some students in state-funded classes may not be reported as state FTES, including:
Running Start students
Students in high school reengagement programs
Students using these waivers:
Long-term unemployed/underemployed
Residents 60 years of age or older
State and educational employees
International Contract students…

9. International Student Enrollment Reporting
International non-resident students in state-funded classes may be coded as state-funded or International Contract. Effective Fall Quarter 2016, the number of international students a district can record as state-funded is the lesser of 2% of the district’s enrollment target -or- the full-time equivalent (FTEs) needed to reach 100% of the district’s enrollment target. -Policy Manual Chapter

10. Enrollment Rules
New enrollment allocation model was implemented in FY2017
Funding is based on 3-year average of actual enrollments
Safe Harbor programs
Priority enrollments receive funding at a rate 30% greater than unweighted enrollments. These include:
Basic Education for Adults
Applied Baccalaureate enrollments (UD sections only)
STEM courses identified by the system workgroup and approved by VP Instruction
Workforce programs as identified in “A Skilled and Educated Workforce”
Source: State Board meeting agenda, Resolution , Tab 8 Attachment C

11. Enrollment Reporting Discrepancies
Enrollment information is a fundamental element in budget allocations.
Corrective action plan:
Written notification with plan for ongoing review until compliance is verified
If compliance is not achieved, the Executive Director may take any/all of the following actions:
Continued in-depth examination of reporting practices
Appoint a team to assist a district with compliance
Retroactive adjustment to improperly reported enrollments and funding (could affect up to 3 years of funding)
Permanent or temporary reduction or redistribution of FTEs

12. What’s Next? Trainings! Repeat Course Rule Review
Who/What/When/Where still TBD
Your feedback is requested
Repeat Course Rule Review
Policy memo has been drafted
Common courses with different credit values reported among colleges
IC and ATC to review and recommend policy to WACTC and SBCTC by Spring 2018
Significant variations among high-credit associate degrees with high credit requirements.
IC and Workforce Ed to examine trends and report on findings