What have they done to us? Presented by Shannon Evenson

Any part of the term that does not have the standard beginning and end date 15 week standard semester term (i.e. Aug 20 – Dec 10) 10 week standard summer term (i.e. May 29 – Aug 6) 10 week standard quarter term (i.e. Sept 10 – Nov 20) Interterm/Winter Interterm Weekend Sessions Shortened Terms (within or around standard term) 5 Week 10 Week 7 ½ Week Online terms If does not include Thanksgiving/Spring Breaks Start a week later/End a week later Courses that start a week early Courses that end a week late

Federal Aid/Title IV funds are awarded based on eligibility, Cost of Attendance and enrollment Regulation states that a student must attend the entire enrollment period in order to remain eligible If a student does not complete the entire enrollment period then funds may need to be returned (student did not earn the aid given) Withdraw (official or unofficial) Fail Incomplete

Parts of term were combined to create one term for R2T4 calculations One start and one end date Past the 60% mark was an actual date that could be used for all students If a student passed at least one class, a calculation was not required Considered completing enrollment period, no matter when the class actually started or ended

Part of Term = Module

Any part of the term that does not have the standard beginning and end date 15 week standard semester term (i.e. Aug 20 – Dec 10) 10 week standard summer term (i.e. May 29 – Aug 6) 10 week standard quarter term (i.e. Sept 10 – Nov 20) Interterm/Winter Interterm Weekend Sessions Shortened Terms (within or around standard term) 5 Week 10 Week 7 ½ Week Online terms If does not include Thanksgiving/Spring Breaks Start a week later/End a week later Courses that start a week early Courses that end a week late

Every Student who is taking a module course

We cannot take all parts of term/modules and use one start and end date Past 60% is no longer a date for many students Each student must be individually evaluated to determine length of enrollment

Steve is enrolled for 6 credits 3 credits are in the first 3 week module August 20 th to September 10 th 3 credits are in the last 4 week module November 12 th to December 10 th Steve passes the first module course And unofficially withdraws from the last module course What would be the 60% date? What happens to the federal aid?

Steve is enrolled for 6 credits 3 credits are in the first 3 week module August 20 th to September 10 th (21 days) 3 credits are in the last 4 week module November 12 th to December 10 th (28 days) Steve passes the first module course And unofficially withdraws from the last module course What would be the 60% date? Not a date, but the 30 th day What happens to the federal aid? Depends on the last date of attendance

If a student passes a class that may not guarantee that they completed their enrollment period Funds may still need to be returned A student may have to return funds that are intended for a course that was passed If a student drops, withdrawals or fails an early module but is enrolled in a late starting course an R2T4 calculation may need to be performed and then reversed if the student attends the late starting course Written Confirmation of Future Attendance (WCFA)

Anna is enrolled for 9 credits 6 of her credits are in the first 5 week module August 20 th to September 21 st 3 of her credits are in the second 5 week module September 24 th to October 26 th Anna passes all 6 credits in the first 5 week module with an “A” and a “B” During the weekend after the first 5 week and prior to the second 5 week module beginning, Anna’s son becomes seriously ill and she drops the 3 credit course ( for the second 5 week module) What happens to the federal aid?

If a student is going to drop a future module, it is VERY IMPORTANT that the student do this while still attending If the student drops the module after the previous module has ended (no longer currently attending), the future module is part of the enrollment period for R2T4 purposes If the student drops the future module while currently attending, the future module is NOT counted as part of the enrollment period

Sarah is enrolled for 7 credits 6 credits in the first 7 week module August 20 th to October 5 th 1 credit weekend course for the last weekend of the term December 8 th to December 9 th Sarah passes the 7 week module courses with a “B” and a “C” Shortly before the weekend course begins, Sarah decides that she wants to go on a ski trip with friends instead and drops the weekend class. What happens to the federal aid?

Let us look at Sarah again, but this time... Sarah plans ahead and sets up the ski weekend with her friends while she is still enrolled in the first 7 week module She drops the weekend course at that time (while still attending the first 7 week module) What happens to the federal aid?

Two prong approach Informing Students Processing Best Practices

Processed 4291 R2T4/PWDs during Processed 662 R2T4/PWDs during so far Average over 80 modules Fall and Spring Semesters SCT Banner currently does not support calculations that include modules Have 150 Calendar Profiles on FAA for Have 14 Calendar Profiles so far Used to have 7 for the entire year Average 7 minutes per calculation Used to take minutes per calculation

President and Cabinet Deans Class Syllabus Send students to Financial Aid Office Student Services Send students to Financial Aid Office Financial Aid Office Training

Be methodical, every R2T4/PWD should have the same process Eliminates errors Know your student information system Limit the screens/areas you need to look at Create a process/report to identify students that need a calculation

Check to ensure R2T4/PWD needs to be done Title IV eligible Satisfactory Academic Progress (SAP) Incomplete verification/file review Is the student currently attending classes Did the student enroll in a future module after dropping/withdrawing/failing past module Is the student enrolled in a future module and has a WCFA on file

Gather information required for calculation Create a report that includes items needed for calculation Social Security Number Courses Start and end date of courses Start and end times Grades Last date of attendance Address/

If using FAA Access keep a running list of calendar codes Group students as much as possible Avoids duplicates Keep running record of calculations performed Compare previous lists to future lists to avoid duplicating work Create aging report Identifies inefficiencies in your process