Policy Manual–Chapter 3: Student Services

Policy Manual–Chapter 3: Student Services
Chapter 3: Student Services
SBCTC Policy Manual Table of Contents
Policy Manual–Chapter 1
Policy Manual–Chapter 2
Policy Manual–Chapter 3
Policy Manual–Chapter 4
Policy Manual–Chapter 5
Policy Manual–Chapter 6
Policy Manual–Chapter 7
Policy Manual Table of Contents
SBCTC Staff Directory
This chapter contains policies related to the admission, enrollment, and operations
of support services and student-related activities in the state's community and technical
college system. Links are provided in the respective policy statements to RCWs, WACs,
procedures and guidelines that are relative to that particular policy.
Policy history
Action
Description
Revision Date
SBCTC Resolution 02-09-16
Board approved Policy Manual
09/19/2002
Community and technical colleges shall design student services functions appropriate
to the college’s populations and employ qualified student services staff to provide
services in the following areas:
Developmental and
maintenance
: Academic advising, career and student employment, counseling, financial aid, veteran
and military family services, dual credit programs, health and wellness programs,
housing assistance, and testing.
Administrative
: Admissions, discipline, records, and registration.
Support
: Child care, multicultural and diversity programs, and services for students with
disabilities.
Programs and
activities
: Co-curricular and extracurricular programs, student government, student publications,
athletics, and student center.
Teaching
: Orientation programs, study skills, job search skills, career and life planning
courses, and international student programs.
3.20.10 Admission to a community or technical college
The State Board for Community and Technical Colleges:
Requires college districts to maintain an open door policy in admitting students (see
RCW 28B.50.090 (3)(b)
).
Sets minimum standards for governing the admission of students to community or technical
colleges, including the requirement that all international students must demonstrate
proficiency in both written and oral English as a prerequisite for enrollment in college-level
courses (see
RCW 28B.50.090 (7)(d)
WAC 131-12-010
).
Expects colleges to have a written policy on admitting students under 18 who are not
admitted under the provisions of Running Start or another local enrollment options
program (see
WAC 131-12-010 (1)(e)
).
Requires colleges to establish rules and procedures that provide for intercampus and
inter-college enrollment of students and for interdistrict registration of students
(see
RCW 28B.50.095
WAC 131-12-040
WAC 131-12-041
).
Requires colleges to honor reciprocal course level placements for a student who qualifies
for a specific level of math, English, or reading either through course completion
of local placement determination
(see
Placement Reciprocity Policy
under Policy Resource below
).
Requires a student’s residency status determination at the time of initial admission
by any college for tuition and fee purposes. However, for students enrolled exclusively
in “ungraded”, contract, and/or student funded courses, residency determination for
the purpose of assessing tuition and fees is prohibited (see
WAC 131-12-020
RCW 28B.15.012 through RCW 28B.15.014
Community College Tuition Waivers and Residency
).
Provide for the recovery of fees for improper resident classification consistent with
the rules adopted by the
Washington Student Achievement Council
(see
RCW 28B.15.015
).
Requires the use of common student identifiers such that once a student has enrolled
at any community or technical college he or she retains the same student identification
upon transfer to any college district (see
RCW 28B.50.090(7)(f)
).
Requires colleges to establish a culturally appropriate outreach program that may
include communities of color, students with disabilities, neurodiverse communities,
and low-income communities and be designed to assist potential students to understand
college opportunities available to them (see
RCW 28.50.920
).
3.20.20 Equitable access to higher education: Racial equity and economic mobility
The State Board believes Washington’s community and technical colleges serve an important
role in ensuring equitable access to higher education, and increasing economic and
social mobility for students of color. The Board supports this belief through an earmarked
allocation to colleges in providing holistic student supports for students of color
throughout their college experience. In addition, the Board believes the colleges
should:
Be leaders in improving access and completion rates for students of color in high-wage,
high-demand programs of study.
Implement Guided Pathways reforms with an equity-minded approach by disaggregating
data and examining disparate student outcomes.
Continuously review and examine policies and practices with a racial equity lens to
improve success rates for students, faculty, and staff of color.
Incorporate institutional equity goals into the college’s strategic plan. Institutional
goals should be consistent with statewide goals (see
Community and Technical College Student Access and Success by Race/Ethnicity and Socioeconomic
Status Progress Reports
).
3.20.30 Access for students with disabilities
Community and technical colleges shall provide students with disabilities the appropriate
core service(s) to ensure equal access to higher education. Reasonable accommodation
for students with disabilities shall be provided for all aspects of college life,
including nonacademic programs and services. The State Board supports the colleges
to provide services and reasonable accommodations to students with disabilities through
an earmarked allocation (see
RCW 28B.10.910 through RCW 28B.10.918
).
Washington State community and technical colleges shall provide appropriate, effective,
and integrated access to technology for student employees, and external community
members. This policy applies to the procurement, development, and implementation of
instructional, administrative, or communications technologies and content.  Further,
the policy applies to both current and emerging technologies, including both hardware
and software, in use or being evaluated for purchase or adoption throughout the community
and technical college system. The policy encompasses, but is not limited to, college
websites, learning management tools, student information systems, training materials,
instructional materials, and assessment tools.
3.20.40 Access for Gender Equality
Community and technical colleges shall not discriminate in admission enrollment, financial
aid, student employment, recreational activities, including athletics, student services,
and/or any other program or service offered to all students on the basis of gender
(see
RCW 28B.110.030
and
RCW 28B.110.040
).
3.20.45 Preferred Name
For some students and employees, a chosen or preferred name may be an important component
of their identity. Therefore, the State Board for Community and Technical Colleges
is committed to fostering an environment of inclusiveness and supporting students
and employees preferred form of self-identification.  Students may choose to identify
themselves within the campus community using a preferred first name that differs from
their official/legal name. A student’s preferred name will appear instead of the student’s
official/legal name in select college documents such as class rosters (see
Preferred Name Policy
under Policy Resources below).
3.20.50 Student Rights and Responsibilities
Community and technical colleges are required to:
Adopt and publish rules establishing student rights and responsibilities, provide
for students involvement in such activity, and file all such rules with the state
director (see
WAC 131-12-050
WAC 131-12-060
RCW 28B.50.140 (13)
).
Adopt rules for hazing violations and sanctions imposed on individuals or groups (see
RCW 28B.10.900 through RCW 28B.10.902
).
Ensure confidentiality of student records (see
Chapter 5.70.20 Confidentiality of Student Records and Data
).
Develop a plan to maintain and administer opioid overdose reversal medication in and
around campus residence hall housing with at least one-hundred residents (see
RCW 28B.10.577
).
Develop policies to accommodate student absences to allow students to take holidays
for reasons of faith or conscience or for organized activities conducted under the
auspices of a religious denomination, church, or religious organization, so that students'
grades are not adversely impacted by the absences (see
RCW 28B.137.010
).
Provide tuition and services and activities fees refunds or cancellations per established
instructional day timelines as established in law (see
RCW 28B.15.605
).
Provide options or protections for enrolled students who are ordered to state or federal
active military service to allow course withdrawal with full refund, be given a grade
of incomplete and be allowed to complete within the institution incomplete course
policy, or continue to complete the course for full credit (see
RCW 28B.10.270
RCW 28B.15.625
).
Not use an initial admissions application that requests information about the criminal
history of the applicant (see
RCW 28B.160.020
).
Allow a student or employee to be assigned a different identification number for a
valid change request to protect a student’s or employee’s personal safety, identity
safety, and religious or cultural objections (see
Identification Change Number Request Policy
under Policy Resources below).
Provide financial aid application due dates and information on whether or not financial
aid will be awarded on a rolling basis to their admitted students at the time of acceptance
(see
RCW 28B.92.005
).
Disclose to their resident students on the tuition billing statement, the full cost
of instruction, the amount collected from student tuition and fees, and the difference
between the amounts for the full cost of instruction and the student tuition and fees
(see
RCW 28B.15.0681(1)(a)(b)(c)
).
Provide to all resident students either on the tuition billing statement or via a
link to a web site detailing the following information, the sources of all institutional
revenue received during the prior academic or fiscal year, the uses of tuition revenue
collected during the prior academic or fiscal year by program category as determined
by the office of financial management; and accountability and performance data (see
RCW 28B.15.0681(5)(a)(b)(c)).
Provide to an enrolled student who has applied for student financial aid a notification
detailing information about the student education loans the educational institution
has certified (see
RCW 28B.10.285
).
Make menstrual hygiene products available at no cost in all gender-neutral bathrooms
and bathrooms designated for female students (see
RCW 28B.92.030
).
Provide a program, either existing or new, on diversity, equity, inclusion, and antiracism
to students and create an evaluation for program participants that will capture a
participant’s level of satisfaction with the program and how they will apply the program
to their education (see
RCW 28B.10
).
3.20.60 Student Financial Responsibility Agreement (SFRA)
Student financial responsibility agreements (SFRA) are mandatory agreements that inform
students of the financial responsibilities associated with enrolling for classes at
colleges and universities. SFRAs help ensure students understand their payment obligations,
lessen the risk of default, and help institutions and their collection agency partners
comply with laws and regulations.
For Washington’s community and technical college system, implementing a global SFRA
for all colleges is essential to ensure compliance with state and federal laws, mitigate
institutional financial risks, and provide an efficient and consistent framework across
all 34 colleges.
Under its legislative and operational mandates, the Washington State Board for Community
and Technical Colleges (SBCTC) must establish systemwide standards where statutory
compliance is necessary. Considering the needs, risks and administrative efficiencies,
it was determined that SBCTC will implement a policy and configure the SFRA globally
within ctcLink to support compliance while simplifying administrative processes and
eliminating redundancies across colleges.
Requirements of the Student Financial Responsibility Agreement
Universal Student Agreement: All students who are charged and may owe a balance will
submit an SFRA.
Excluded populations are limited to students under 18 years of age, Department of
Corrections (DOC) students, and Continuing Education students.
Annual Agreement Submission: Agreements should be obtained once per academic year
for each active student.
System Integration and Management: Agreement data will be stored and managed using
the delivered functionality within ctcLink, ensuring consistent tracking and availability
across all colleges.
College Staff Operations: College staff will have the ability to accept signed paper
form SFRA agreements and update ctcLink accordingly.
Support and Communication: ctcLink Support has provided an
SFRA Quick Reference Guide (QRG)
for college staff use. SBCTC has also developed a draft student communication that
includes the SFRA template and sample text for college SFRA webpages, included in
the QRG.
Maintenance: SBCTC will conduct an annual review of the SFRA structure and exclusion
list to ensure alignment with evolving system changes, policies, and regulatory updates.
3.20.65 Legal and Policy Basis for SFRA
The ctcLink global SFRA agreement is designed to comply with the following state and
federal laws:
RCW 28B.10.293
: Collection of debts—Conditions and limitations on institutions of higher education.
Permitting educational institutions to impose reasonable financing and late charges,
as well as debt collection charges, but only if so provided for in an agreement signed
by the student debtor. See
SSHB 2513 (2020)
RCW 43.17.240
Debts owed to the state—Interest rate.
Requiring state agencies and institutions to impose a financing charge of 1% a month
on unpaid accounts starting on the date the unpaid account becomes past due.
RCW 19.16.500
: Public bodies may retain collection agencies to collect public debts—Fees.
Authorizing state agencies and institutions to refer delinquent accounts to a collection
agency and to require the debtor to pay reasonable collection agency fees and costs.
Washington State Constitution Article 8, Section 5:
Credit to not be loaned.
Which prohibits the state from extending credit or financial aid to individuals, associations,
companies, or corporations.
U.S. Bankruptcy code, 523(a)(8)
: Student educational debts are generally non-dischargeable in bankruptcy without
a court order based on undue hardship, but many garden-variety student debts (bookstore
purchases, for example) remain forgivable in bankruptcy unless the student signs a
promissory note or other agreement to pay the debt.
Policy resources
Placement Reciprocity Policy
Preferred Name Policy
Identification Number Change Request Policy
Policy history
Action
Description
Revision Date
SBCTC Resolution 25-04-19
Board approved Policy Manual, section 3.20.60 Student Financial Responsibility Agreement
(SFRA)
04/10/2025
Passage of
ESSSB 5194
Culturally appropriate student outreach
07/25/2021
Passage of
ESSSB 5227
Diversity, equity, inclusion, and antiracism training
07/25/2021
Passage of
ESHB 1273
Menstrual hygiene products in schools
07/25/2021
Passage of
SB 6358
Added financial aid information requirement
02/18/2021
Passage of
SSB 5166
Reasonable accommodation for religious holidays
07/28/2019
Passage of
SSB 5380
Opioid overdose reversal medication
07/28/2019
Passage of
ESSSB 6029
Student loan bill of rights
06/07/2018
Passage of
SB 6582
Criminal history of admission applicants prohibition
06/07/2018
WACTC Approval
Preferred Name Policy adopted
05/05/2017
WACTC Approval
Identification number change request adopted
11/01/2016
SBCTC Resolution 16-03-08
Improving access to technology
03/24/2016
Passage of
SB 6358
Financial aid application process disclosure
06/12/2014
Passage of
SB 5343
Students ordered to military service
07/28/2013
WSSSC/IC Approval
Course placement reciprocity agreement
06/01/2013
Passage of
SHB 1430
, amended 2012
Gender equity and discrimination prohibited
07/01/2012
Passage of
ESSHB 1795
Tuition billing statement requirements
08/24/2011
Passage of
SB 5463
Common student identifiers
07/22/2011
SBCTC Resolution 09-05-05
State Board removed earmark for Disability Accommodation Pool
07/01/2009
Passage of
SSSB 5806
Higher education cost disclosure
07/22/2007
Each college maintains an educational record for each student who is, or has been,
enrolled.
3.30.10 FERPA Directory Information
Student rights to their educational record are covered and afforded by the Family
Educational Rights and Privacy Act of 1974, as amended (FERPA). FERPA directory information
is information contained within a student’s education record that, if disclosed, would
not generally be considered harmful or an invasion of privacy. Directory information
may be released without the student’s explicit consent unless a student requests the
ability to block their directory information from disclosure. The State Board for
Community and Technical Colleges governs directory information provided by each college
as expressly authorized by each system college chancellor and president (see FERPA
Directory Information under Policy Resources below).
Policy resources
FERPA Directory Information
Policy history
Action
Description
Revision Date
WACTC approval
Global FERPA Directory Information
06/05/2020
The State Board authorizes community and technical colleges to:
Employ qualified persons to administer its student financial aid programs in accordance
with federal/state regulations and institutional policies;
Write policies and procedures to ensure consistency in and compliance with the implementation
of regulations for federal and state financial aid programs;
Deposit a minimum of three and one-half percent of revenues collected from tuition
and services and activities fees in an institutional financial aid fund (see
RCW 28B.15.820
and
WAC 131-36
).
3.40.10 Financial aid guidelines
Each academic year, State Board staff will develop and distribute guidelines to help
colleges administer:
Worker Retraining Financial Aid
and
Training Completion Aid
Financial assistance to help dislocated and unemployed workers, including displaced
homemakers to gain and upgrade skills for employment (see
RCW 28C.040
).
Work-based Learning Tuition Assistance and WorkFirst Work-Study
Temporary Assistance for Needy Families (TANF) and other low income working parents/students
to help in wage and skill progression (see
RCW 74.08A.250
).
Opportunity Grant
Financial assistance to help low-income adults reach the educational tipping point
— and beyond — in high-wage, high-demand careers. Reaching the tipping point allows
the least prepared individuals to complete 45 credits, receive a credential, and increase
job skills and knowledge through career pathways (see
RCW 28B.50.271
RCW 28B.50.272
RCW 28B.50.273
).
Basic Food and Education Training (BFET)
— Available to students who receive Supplemental Nutrition Assistance Program assistance
(SNAP) (sometimes referred to as “basic food” or "food stamps") but are not receiving
Temporary Assistance for Needy Families (TANF) (see
RCW 74.04.535
).
Early Achievers Grant
— A student financial aid program to help employed child care providers and early
learning educators complete certificates and associate degrees in early childhood
education (see
RCW 43.216.085
).
Student Emergency Assistance Grant (SEAG)
— An emergency assistance grant program to provide students with demonstrated financial
need monetary aid to assist those experiencing unforeseen emergencies or situations
that affect the student's ability to attend classes (see
RCW 28B.50.295
).
Homeless and Foster Care Students Program
— A pilot program for higher education institutions to provide assistance to homeless
students and students who were in foster care (see
RCW 28B.50.916
).
3.40.20 Ability to Benefit (ATB)
The Washington College Grant and the Federal Pell Grant can be accessed through state
and federally approved options for eligibility per the Ability to Benefit provision
of the Higher Education Act (HEA) and provides grants for students without a high
school credential whom test at a certain level, earn six college credits successfully,
or are co-enrolled in a title-IV eligible I-BEST and Washington’s High School Plus
(HS+) program (see
Ability to Benefit Issue Brief
under “Policy Resource” below).
Policy resources
Worker Retraining
WorkFirst
Opportunity Grant
Basic Food Employment and Training (BFET)
Early Achievers Grant
Ability to Benefit Issue Brief
Policy history
Action
Description
Revision Date
Passage of
SHB 1166
Homeless and Foster Youth Housing
07/25/2021
Passage of
SSHB 2893
Student Emergency Assistance Grant established
07/28/2019
Passage of
SSHB 1723
Early Achievers Grant established
07/28/2013
Passage of
ESSHB 2782
Security Lifeline established
03/29/2010
Passage of
HB 1096
Opportunity Grant program established
07/22/2007
3.50.10 Services and activities fee Student Programs
The State Board sets the maximum student and activities fee colleges can collect from
students. Community and technical colleges are:
Authorized to establish services and activities fees, not to exceed the maximum amount
set by the State Board.
Authorized to collect services and activities fees for the express purpose of funding
student activities and programs consistent with the needs of their institution (see
RCW 28B.15.041
Services and Activities Fee Guidance
under Policy Resources below).
Authorized to establish an activities fee committee, with students representing a
majority of the members, for recommending to the administration and the Board of Trustees
a yearly budget for use of the services and activities fees (see
RCW 28B.15.045 (3)
).
Required to post services and activities fees expenditure information for the prior
academic year on the college or university web site so that the information is clearly
visible and easily accessible to students and the public (see
RCW 28B.15.045
).
3.50.20 Intercollegiate athletic programs
Intercollegiate athletics shall be available to foster athletic competition in an
environment that supports equitable opportunities for student-athletes consistent
with educational objectives of our colleges (see
Northwest Athletic Conference
under “Policy Resources” below).
The State Board requires that:
District boards of trustees adopt rules to assure that intercollegiate athletic programs
afford opportunities for participation to the interests of each college's student
population and local community as possible.
Intercollegiate athletics will be conducted according to guidelines and policy as
established by the designated college athletic association.
Colleges will strive to accomplish the state’s gender equity goals (see
RCW 28B.15.455
).
Gender equity be reported directly to the U.S. Department of Education (see
Equity in Athletics Data Analysis
under “Policy Resources” below).
Colleges adhere to the athletic scholarship and tuition waiver policies (see
Athletic Waivers
Northwest Athletic Conference
under “Policy Resources” below)
District boards of trustees must approve a plan to prevent future deficits and post
the financial statements of the program for the three prior fiscal years if the intercollegiate
athletic program experienced an operating deficit in the previous year (see
RCW 28B.15.120
).
Policy resources
Services and Activities Fee Guidance
Northwest Athletic Conference
(NWAC)
Equity in Athletics Data Analysis
Policy history
Action
Description
Revision Date
Passage of
SSB 6493
Intercollegiate athletic deficit planning and reporting
06/07/2018
Passage of
SHB 2352
Posting Student and Activities Fees
06/07/2012
Athletic Equity
Athletic equity reporting transition to U.S. Department of Ed
08/24/2011
Passage of E2SSB 5182
Repeals intercollegiate athletics compliance reports to the governor and Legislature.
08/24/2011
Community and technical colleges must provide information to students, prospective
students, parents and the general public on:
Student right to know and campus security (see
Public Law 101-542
).
Accreditation status (see
NWCCU Accreditation Handbook
).
State support for higher education students including information on the amount of
state subsidy and financial aid received (see
RCW 28B.15.0681
).
The abuses of alcohol in particular and the illnesses consequent from alcohol in general
for community colleges with state-owned residence halls, the availability of student
housing where all use of liquor is prohibited, and a process for reporting violations
and complaints of illegal liquor and drug use (see
RCW 28B.10.295
RCW 28B.10.575
).
Methods of transmission of AIDS and the AIDS virus (see
RCW 28B.50.205
).
State financial aid programs labeled an “opportunity pathway” (see
RCW 28B.76.500
).
Policies and procedures for handling complaints of sexual harassment (see
RCW 28B.110.030 (8)
).
Courses that can be fulfilled by taking the AP, IB, or CI dual credit exams. Each
college must post the qualifying exam score and college course equivalencies on the
campus website (see
RCW 28B.10.054
).
Transferable college-level courses and course lists for one-year academic completion
and transferable degrees. Lists must be published in admission materials and easily
accessible on the college’s website (see
RCW 28B.50.785
).
Voter registration. Each college must have an active prompt on its course registration
website that will link the student to the secretary of state’s voter registration
website (see
RCW 29A.08.310
).
Washington Quality Awards Standards. Each college must post its most recent full accreditation
report on its website (see
RCW 43.17.390
).
Expenditure of services and activities (S&A) fees. Each college must annually post
services and activities fees expenditure information for the prior academic year on
the college website (see
RCW 28B.15.045(11)
).
Options for course placement: Colleges are required to post all the available options
for course placement on their website and in their admissions materials (see
RCW 28B.50.090
).
Financial aid counseling curriculum must be provided to institutions of higher education
with state need grant recipients. The curriculum must be available via a website (see
RCW 28B.76.502
).
Foster Youth: Each college shall include on their applications for admission or on
their registration materials a question asking whether the applicant has been in foster
care together with an explanation that financial and support services may be available
(see
RCW 28B.117.040
).
Veterans: Colleges must include on their applications for admission an opportunity
to advise the institution that they are veterans who may need assistance (see
RCW 28B.15.910
).
Open Education Resources and Textbook Costs: Colleges must provide the cost of any
required textbook or other course material, whether a course uses open educational
resources, or whether a course uses low-cost required materials defined as equal to
fifty dollars or less during the time of registration by displaying the information
in the online course description, a link that connects to the bookstore’s website,
or other website where students can search and view (see
RCW 28B.50.789
).
The Higher Education Act (HEA) prohibiting an institution of higher education from
engaging in a substantial misrepresentation of the nature of its educational program,
its financial charges, or the employability of its graduates and must have a process
to review and appropriately act on complaints concerning the institution, including
enforcing applicable state laws (see
34 CFR 600.9(a)(1), State Authorization
, and Consumer Protection under Policy Resources below).
Campus and student directory information must be made available to military recruiting
representatives providing students information on educational and career opportunities
if the college provides the same access to other persons or groups (see
RCW 28B.10.360
).
Policy resources
Consumer Protection
Policy history
Action
Description
Revision Date
34 CFR 600.9(a)(1), State Authorization
Consumer protection
07/01/2017
Passage of
ESSHB 1375
Course materials cost
07/23/2017
Passage of
SSB 5518
Campus sexual violence
07/24/2015
Passage of
SB 5712
Posting course placement information
07/28/2013
Passage of
SHB 2352
Posting service and activity fee expenditures
06/07/2012
Passage of
SHB 6121
Providing financial aid counseling curriculum
06/07/2012
Passage of
HB 2254
and
ESHB 1131
Identifying former Foster Youth for student aid information
07/01/2012
Passage of
SHB 2259
(repealed)
Reporting crime statistics
06/07/2012
Passage of
E2SHB 1795
Posting transferable college-level courses
08/24/2011
Passage of
E2SHB 1795
State support of higher education
08/24/2011
Passage of
E2SHB 1808
Posting AP and IB score equivalencies on college websites
07/22/2011
Passage of
SSB 5270
Posting link to Secretary of State's voter registration website
07/26/2009
Passage of
E2SHB 2021
College tuition billing statements and "Opportunity Pathway" labeling requirements
08/01/2009
Passage of
ESSHB 1244
Posting accreditation report
05/19/2009
Passage of
HB 2233
Identifying veterans for student aid information
06/07/2006
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