Loss of Enrollment/Loss of BOG Fee Waiver

Loss of Enrollment Priority and/or Board of Governors (BOG) Fee Waiver

In accordance with the Student Success Act of 2012,  Ventura County Community College District (VCCCD) will require all students to meet academic standards, progress standards, and adhere to a unit cap in order to receive enrollment priority (priority registration) and the Board of Governors (BOG) Fee Waiver. Academic and progress standards will apply once a student has attempted at least 12 semester units, as shown by the academic record. Former foster youth up to 24 years of age are exempted from this regulation.

Loss of Enrollment Priority

Students who have completed orientation, assessment, and developed a student education plan are granted registration priority. However, this priority is lost at the first registration opportunity after a student is placed on academic or progress probation for two consecutive primary semesters or has earned 90 or more degree‐applicable units at VCCCD. Foster youth up to 24 years of age are exempted from this regulation.

For purposes of this section, primary terms are considered fall and spring semesters.

Loss of Board of Governors (BOG) Fee Waiver

Students who are eligible for the BOG Fee Waiver may lose their eligibility if they fail to maintain a cumulative GPA of 2.0 or higher and complete more than 50 percent of their coursework. If a student's cumulative GPA falls below 2.0 for two consecutive primary terms (fall or spring), the student is placed on academic probation. If the cumulative number of units completed is not more than 50 percent in two consecutive primary terms, the student is placed on progress probation. Any combination of two consecutive primary terms (fall/spring semesters) of academic or progress probation may result in loss of fee waiver eligibility.

Foster Youth, as defined in Education Code 66025.9(b), shall not be subject to loss of BOG Fee Waiver under this section. This exemption is effective until the date specified in Education Code 66025.9(c).

In addition other fee waivers authorized outside of Section 76300(g)(1) are considered special categories and are not subject to loss due to the Section 76300(g)(1) standards. 

The special categories are:On track to achieve Fall 2016 BOG Fee Waiver Changes

  1. Dependents of California National Guard Members
  2. Dependents of veterans
  3. Congressional Medal of Honor recipients and their dependents
  4. Surviving dependents of the September 11, 2001 attacks
  5. Dependents of law enforcement or fire suppression personnel

For purposes of this section, primary terms are considered fall and spring semesters.

Student Notifications

Students who are placed on academic Probation 1, Probation 2 or Academic Dismissal shall be notified via email from VCCCD no later than 30 days following the end of the semester that resulted in the student being placed on academic or progress probation.  

How to Regain Enrollment Priority Eligibility

Self-Reinstatement 

A student may have enrollment priority and BOG Fee Waiver self-reinstated by earning a cumulative 2.0 grade point average (GPA) and by earning a cumulative satisfactory completion of more than 50% of attempted units as shown by the official academic record.  

Submission of Appeal Form 

Students who have not met academic or progress standards and wish to appeal their status may do so if they have an acceptable reason by completing and submitting a Loss of Enrollment Priority and BOG Fee Waiver Appeal Form with supporting documentation. Instructions for submitting an appeal form are noted below. Appeals that are approved will result in the restoration of enrollment priority and BOG Fee Waiver.

Sitting Out

Students who sit out for two consecutive primary terms (fall and spring semesters) from attending VCCCD may regain their enrollment priority and BOG Fee Waiver for the subsequent term of attendance.
 

Acceptable Reasons for Submitting an Appeal to Regain Enrollment Priority 

A student may regain Loss of Enrollment Priority by successfully appealing under one of the following reasons:

Final Semester. Approval will be based on the student’s Student Educational Plan (SEP) completed by the academic counselor. 

Enrollment in a High Unit Major or Program. Approval requires the student to have declared a program of study in a major that is identified as a “High Unit Major”. Approval will be based on the student’s SEP completed with the academic counselor. 

Academic and/or Progress Improvement. Approval requires significant academic improvement by obtaining a minimum 2.0 term GPA, and more than a 50% completion rate in the most recent term.

*Untimely Accommodation. The student must have a disability, and applied for but did not receive accommodations in a timely manner. A student must explain the services they feel they did not receive in a timely manner and obtain a Verification of Services Form from the Educational Assistance Center (EAC).

*Extenuating Circumstances. Approval requires verified evidence of circumstances beyond the student’s control. This could include: death of an immediate family member, accident, serious illness, eviction, etc. The student must provide documentation such as: medical documents, death certificates, police reports, court documentation, etc. and explain the circumstances in the space provided on the appeal form. 

A student who successfully appeals the loss of enrollment priority under Extenuating Circumstances, Untimely Accommodation and Academic and/or Progress Improvement  shall also have BOG Fee Waiver eligibility restored.

How to Regain BOG Fee Waiver Eligibility

An otherwise eligible BOG Fee Waiver student may regain a BOG Fee Waiver by successfully appealing under one of the following reasons:

Academic and/or Progress Improvement. Approval requires significant academic improvement by obtaining a minimum 2.0 term GPA, and more than a 50% completion rate in the most recent term.

No Enrollment for Two Primary Terms. Approval requires the student was not enrolled within the VCCCD for two consecutive primary terms (fall/spring) since becoming ineligible for the BOG Fee Waiver.

*Special Consideration for CalWORKs, EOPS, EAC, and Veterans. The student must explain the circumstances and obtain a Verification of Services Form from one of the above programs indicating current level of participation and services provided. 

*Untimely Accommodation. The student must have a disability, and applied for but did not receive accommodations in a timely manner. A student must explain the services they feel they did not receive in a timely manner and obtain a Verification of Services Form from the Educational Assistance Center (EAC).

*Extenuating Circumstances. Approval requires verified evidence of circumstances beyond the student’s control. This could include: death of an immediate family member, accident, serious illness, eviction, etc. The student must provide documentation such as: medical documents, death certificates, police reports, court documentation, etc. explain the circumstances on the appeal form.

*Inability to Obtain Essential Support Services. The student must provide documentation, such as: canceled appointment notices, emails, text messages, and statements from professionals on letterhead. The student must explain the circumstances below and obtain a Verification of Services Form from the Support Service Office described above. 

*Economic Situation. Approval requires verified evidence of an economic situation such as: job loss, eviction, homelessness, etc. To be considered, the student must provide documentation, which may include: eviction notice, layoff/termination notice, unemployment statements, etc. and explain the circumstances on the form.

*Appeals for these circumstances will be reviewed by the Loss of Enrollment/BOG Task Force.

Click here for the Loss of Enrollment Priority & Board of Governor’s (BOG) Waiver Appeal Form.

INSTRUCTIONS

  1. Read each section of the appeal form. Then, if you meet the requirements for an exception to the regulations, you may complete and file the form titled Loss of Enrollment Priority & Board of Governor’s (BOG) Fee Waiver Appeal Form.  Bring the completed appeal form with you to your counseling appointment (attach a separate sheet, if needed). 
  2. Complete a comprehensive Student Educational Plan (SEP) with a Ventura College academic counselor. 
    • If you are a CalWORKS, EOPS, EAC, or veteran student you may meet with the appropriate program Counselor. 
  3. Attach all required supporting documents to this appeal form. 
    • If selecting Special Consideration for CalWORKS, EOPS, EAC, veterans or Untimely Accommodations, request a Verification of Services Form from the appropriate program counselor. 
  4. Submit your completed appeal packet to the Admissions & Records Office by the deadline.  Appeals submitted without sufficient documentation will be denied.

APPEAL DEADLINES

Appeals must be submitted before the end of the fiscal year. 

APPEAL REVIEW PROCESS

Appeals are reviewed on a case-by-case basis and prioritized by the date received. You will be notified by e-mail of the outcome. 

Circumstances above marked with an * will be reviewed by a committee and may take up to 3-4 weeks to review.  

APPEAL DECISIONS ARE FINAL.

Submitting an appeal form does not guarantee approval. Appeal approval for Loss of Enrollment Priority and/or BOG Fee Waiver loss will not reinstate eligibility for other financial aid programs (Pell Grant, Direct Loans, etc.) A separate appeal will need to be submitted to the Financial Aid Office and reviewed for financial aid eligibility. 

STUDENT SUPPORT SERVICES

Ventura College has a variety of resources available to help you achieve academic success. We encourage you to look into all available options. The Student Services page at www.venturacollege.edu/departments/student-services lists many programs and services, for example:

We encourage you to talk to your professor(s) and/or visit them during office hours.