Dual Enrollment Programs Financial Aid Presenters: John Snyder, Director of Financial Aid Linn-Benton Community College Rebecca Martinez, Associate Director of Financial Aid and Scholarships, Oregon State University May 2, 2005

Dual Enrollment Programs Oregon State University has dual enrollment programs with five Community Colleges Established in 1998 between Linn- Benton CC and OSU

Dual Enrollment Programs Dual Enrollment: an agreement between institutions to provide academic programs and services to students through a common admissions process Upon acceptance, eligible to enroll in classes at both schools

Dual Enrollment Programs Memorandums of Understanding –Agreements by partner institutions to provide programs, services, etc. Consortium Agreements –Developed by partner offices of Financial Aid

Financial Aid Issues Financial Aid Consortium Agreements- types Individual student agreements Institution-to-Institution Multi-institution agreements State-wide agreement Financial Aid Consortium Agreements – purpose Required by USED to ensure compliance with regulations Must determine “home school” for financial aid purposes Definition of “home school” varies

sent to new dual admits Dear Student : Welcome to the Oregon State University (OSU)/Linn-Benton Community College (LBCC) dual enrollment program! Your admission to the dual program is effective Spring Term, Students admitted to the OSU/LBCC dual enrollment program who choose to take courses at both schools in the same term may be eligible to receive financial aid based on the combined enrollment. For example, a student taking 9 credits at OSU and 3 credits at LBCC in the same term would be considered a full-time student in the dual enrollment program. If that student had applied for and been awarded federal financial aid from OSU, and had designated OSU as the HOME school, then the aid would be disbursed by OSU. Students can only receive federal financial aid from one school in a particular term. New OSU/LBCC dual students, who anticipate using financial aid to pay for their education, are asked to declare a HOME school. We are using OSU Survey Software to provide additional details about OSU/LBCC home school determination and to enable you to designate your home school. Please We will communicate your choice of HOME school to the Financial Aid Office at LBCC. If you need to change your home school in the future, please notify both Financial Aid Offices. NOTE: It is your responsibility to have your FAFSA sent to both schools; each school will process your financial aid application separately. As of this date, OSU has your FAFSA: «FAFSA» Neither OSU nor LBCC will be able to disburse financial aid for Spring Term 2005 until you have designated a home school.

Online Survey

Questionnaire Results OSU/LBCC Home School Declarations 4/20/2005 Date NAMESSNS05 Enrl# CR AT CC S05 Crse Level S05 Home Schl Overall Plans 4/18/05Student A OSUNAMIXOSU I plan to take most of my courses at OSU. I would like to maintain enrollment at LBCC so that more courses are available to me. I will pursue a Psychology/Education double major and many of the education courses through LBCC may better fit my schedule. Thank you. 4/18/05Student B LBCC6 OR MORENALBCC I am currently planning on taking the next four terms of courses just at LBCC. I am anticipating taking all courses at OSU starting Spring '06. However, I may take classes at OSU Summer '05. Obviously, plans subject to change. Thank you. 4/19/05Student C OSUNAMIXOSU I plan to take most of my classes at OSU, I want to stay dual enrolled so I can take a few online classes from LBCC to save a little money. I plan on taking about 3-4 classes from LBCC over the next 3 years. Other than that all my classes will be at OSU, so I designate my home school as OSU.

Dual Enrollment Programs Factors to Consider –Admitted to degree program, –Enrolled in eligible courses, transcription –Level of enrollment (full time, part time) –Combined enrollment –Student budgets ―Changes in enrollment or program ―Satisfactory academic progress ―Academic calendar, deadlines ―Start/End dates ―Types of information systems

Enrollment Information Sharing Level of enrollment Student Status Confirmation Report (SSCR) Withdrawals End of Term grades/credits (SAP) Monitoring for aid-eligible courses Institutional policies and deadlines for drops, adds, receiving W’s, **ESTABLISH TIMELINES FOR SHARING**

Student accounts Fee assessment Deadlines, late fees Refund check procedures Return of Title IV funds Information sharing & establishing timelines Coordinating consumer information

Academic Calendars Challenges of dual programs: Academic calendars not in synch –Start and end dates of terms –Quarter hour calendar vs. semester calendar –Registration dates –Fee payment –Financial aid disbursement

Why do this? Multiple-enrolled students are not always being awarded full financial aid benefits Provide a mechanism for the Financial Aid community to respond to the reality of multi-campus attendance Manual systems are time consuming and complicated

Methods of Data Sharing Mail/fax data Staff access to partner institution data base OFAX – electronic file for financial aid

OFAX Oregon Financial Aid Exchange Multiple-enrollment data exchange for financial aid purposes Allows combination of enrollment from multiple institutions for financial aid Detailed OFAX demo. May 3, :30-9:30 am Session IV.b

Privacy… The student release on the FAFSA indicates okay to share data for determining financial aid eligibility The student authorizes sharing the data on the admission application Institutions may not report a student to OFAX unless they have signed up at that institution The data may only be used for Financial Aid purposes

Participation Participation Agreement - agree to protect student data Only students that sign a specific release may be sent to OFAX School is always in control of awarding Not “Plug and Play” - schools must develop import/export/display programming at institution

OFAX Data Exchange Participating schools send in their data via a secure web site –Local programming is required to create this output file OFAX server processes file (uses Microsoft SQL Server/ASP technology) –Match on SSN and Date of Birth –Return matching records sent in by other schools via password protected attachment

OFAX Data Layout Data is sent/received in comma delimited text file. The full layout is available from OSAC’s web site. see for more info. This file can be loaded into Excel and processed manually, or loaded into a database and automated via local programming. This allows schools to process the OFAX data any way they see fit.

What do we want to do with the data once we have it? Verify/More reporting. Report on – Home institution discrepancies – Continued enrollment at partner institution – Any other “oddball” things (like same course at two places at once) Disburse aid based on sum of OSU hours plus qualifying hours at participating institution(s) Report SSCR data accurately for those whom OSU is their “Home institution” Sat. Academic Progress processing after term has finished We’ve also written a display-only data form that the FAO can query…

Loading the Data into Banner (OSU’s version) We’ve written a local process that the Financial Aid Office runs It loads up the file returned from OFAX and assigns the correct local OSU term code –term codes are unique to each school yet we have to associate data for corresponding terms

OSU’s OFAX Data Form

OSU Fin. Aid Status Screen

Start-up Check Points Start out small? Consortium agreement and home school Admission requirements Cost of attendance Student accounts Information sharing Academic calendars OFAX programming? Disbursement dates Institutional scholarships Consumer information Return of Title IV funds

Resources OFAX Website – Contacts –Joyce Eaton

Questions? Thank You