and Summer 2014 Credit Reporting Requirement Pennsylvania State Grant Program

Goal of this Webinar Explain this NEW school requirement Gather your questions and answer them Review credit reporting resources

Outlining this NEW Requirement Why is the information needed? Who is required to report? What are the requirements? When is reporting due? How do I report? Where can I find supporting documentation?

Purpose Why does PHEAA need this information?

What will PHEAA do with the information? Purpose

Why can’t PHEAA get this information elsewhere?

Requirement ALL schools are required to report credits online in classroom each awarded term Lack of distance education offerings does not change the requirement required to report zero credits, when applicable (e.g. 15 in classroom; 0 online)

Requirement Awarded terms Registered credits at the time of crediting Point in time of valid credit Re-report if change alters ratio of online versus classroom

Clock Hour Programs Required to convert to credits Conversion Chart – Cert Procedures Excel Spreadsheet Conversion available Requirement Clock Hour to Credit Hour Conversion Formula 37.5 Clock Hours1 Semester Credit 25 Clock Hours1 Quarter Credit

Requirement Deadlines academic year = July 31, Summer = December 31, 2014 Report Term by term Reconciliation No later than deadlines Unreported May prevent Spring 2015 disbursement

Statistical ONLY – NO PHEAA assumptions on enrollment or Less Than 50% classroom attendance reporting Does NOT impact student’s status Lack of reporting may prevent disbursement at school-level beginning Spring 2015 Remedial Credits Two-School Enrollment/Visiting/Satellite ‘Winterim’ enrollment Requirement Classroom CreditsOnline CreditsRemedial ExceptionCredit Reporting Regular Credits Remedial Credits RegularRemedialClassroom Credits Online Credits 12300None needed – student meets full- time minimum None needed – student meets half- time minimum 90

Requirement CHANGES TO ENROLLMENT AFTER CREDITING – If the ratio of online versus in- classroom credits changes after initial crediting of the State Grant award, then this new credit information must be reported. Additionally, if this new ratio violates the 50 percent limitation on distance education credits, this may render the student ineligible for the previously paid State Grant award which now must be reported as “less than 50% in classroom” and will likely result in cancellation of the award.

Enrollment at time of creditingAfter CreditingExpected Credit ReportingNotes 15 in-classroom/0 onlineStudent drops a class15 in-classroom/0 online No action necessary. Ratio of online to in-classroom instruction has not changed. 15 in-classroom/0 online Student adds 3 online credits 15 in-classroom/3 online Ratio has changed even though does not impact eligibility. Report new credit distribution. 12 in-classroom/3 online Student withdraws from school 12 in-classroom/3 online No action necessary. Academic progress affected in future. Depending on time of withdrawal, a partial refund may be due. 6 in-classroom/6 onlineStudent adds 3 online credits 6 in-classroom/9 onlineRatio has changed; Impacts eligibility, must also report <50% in-classroom attendance. State Grant cancelled in 30 days unless ADA approval Requirement

Drops a course Adds a course Report change of credits if ratio changes Report <50% classroom, if appropriate Receives a grade, including ‘W’ No changes to previously reported credits required

Requirement When will PHEAA audit for compliance?

Reconciling Info How do I know what was already reported? Displays Transmissions Reports

Viewing Data Displays Individual Student Basis Award Tab on Partner Interface Page 6 of FG59

Viewing Data Reports PageCenter Report Identify records where credit reporting is missing For viewing ONLY – do NOT use to report information to PHEAA

Reporting to PHEAA Options 1.Transmissions – no limit; varied criteria 2.Partner Interface – limit 100 at a time (same criteria) 3.FG5Y – limit 10 at a time (same criteria)

Unaccepted Formats Other formats will not be accepted, these: Cause manual intervention Are prone to human error

Resources Certification Procedures Section I, page 5 Presentation recording and slides Q&A Credit Reporting Tips Attempted Credit Report

Contact State Grant and Special Programs staff: (an reserved for financial aid administrators , option 3, option 1 (a private number reserved for the use of financial aid administrators only) , option 4 – to discuss transmissions Contact Info