Policies and Procedures Manual Training June 15, 2017 Alan Jackson, Ed.D Baton Rouge, La 2017 LASFAA Upper Management Meeting

Auditors Request Bring Me File # 7 Baton Rouge, La 2017 LASFAA Upper Management Meeting

LASFAA Upper Management Meeting WHY??? If your institution is faced with an audit or program review, how ready are you? Are your policies and procedures manuals up to date? Do you have missing manuals or documentation? Baton Rouge, La 2017 LASFAA Upper Management Meeting

LASFAA Upper Management Meeting TOPICS What is a policy and procedure manual? Why should your office create one? What items should be included in the policy? Baton Rouge, La 2017 LASFAA Upper Management Meeting

LASFAA Upper Management Meeting What is a policy and procedure manual? A policy and procedure manual is a governing document containing an organization's best practices. It defines a systematic approach to implementing an organization's expectations, plans and work routines A policy and procedures manual serves as a training material and communicates an organization's philosophy and goals to its employees. Serves as a valuable reference during a program review and audit. Baton Rouge, La 2017 LASFAA Upper Management Meeting

LASFAA Upper Management Meeting Factors Compliance with the Department Regulations Policies and Procedures must be created with input from all appropriate offices. Document how and when the schools establishes specific policies and procedures Provided a single location for the school’s policies and procedures Baton Rouge, La 2017 LASFAA Upper Management Meeting

LASFAA Upper Management Meeting The Department… Requires that participating schools create policies and procedures manuals that cover the entirety of the school’s participation in the FSA programs. Requires institutions to create and maintain dozens of written policies, and to have appropriate written procedures to implement those policies.   Encourages those individuals responsible for participating in schools business operation to join with their colleagues in financial aid in creating a comprehensive FSA policies and procedures manual for their school. Baton Rouge, La 2017 LASFAA Upper Management Meeting

LASFAA Upper Management Meeting Examples of Topics Organizational Structure Schools Procedure for ensuring its E-APP is kept current Schools Internal Check and Balances Monthly Reconciliation procedures for all FSA programs NSLDS procedures and responsibilities FISAP procedures and responsibilities Verification procedures and deadlines The required anti-drug program & voter registration program Baton Rouge, La 2017 LASFAA Upper Management Meeting

LASFAA Upper Management Meeting Table of Contents Section 1: Manual Introduction Section 2: Administrative Organization and Office Management Section 3: Financial Aid Programs Section 4: Institutional Requirements Relating to Educational Loans Section 5: Student Consumer Information Requirements Section 6: Applications and Forms Section 7: File Review Section 8: Student Budgets Section 9: Awarding and Packaging Financial Aid New Orleans, La 2017 LASFAA Upper Management Meeting

Table of Contents Continued… Section 10: Professional Judgement (PJ) Section 11: Disbursements Section 12: Satisfactory Academic Progress Section 13: Return of Title IV Funds Section 14: Institutional Refunds Section 15: Title IV Fraud Section 16: Audits Section 17: Reserved for Institution Section 18: Appendices Baton Rouge, La 2017 LASFAA Upper Management Meeting

LASFAA Upper Management Meeting Resources IFAP- FSA Assessments www.Ifap.ed.gov/qahome/qassessments/makingofapandpmanual.html NASFAA-Policy Builder www.nasfaa.org Baton Rouge, La 2017 LASFAA Upper Management Meeting