Session C-03 TEACH Grant Operational and Processing Information Part One - COD Lisa DiCarlo David Hebrank U.S. Department of Education

2 TEACH Grant Processing and Reports –ATS –Origination –Disbursement –Reconciliation What’s New for Resources Agenda

3 TEACH Grant Basics TEACH Grant – Teacher Education Assistance for College and Higher Education TEACH Grant Program – Provides up to $4,000 per academic year – Institution has the option to participate in the TEACH Grant Program – Students who plan on becoming teachers and meet certain additional requirements – Requires repayment as Direct Unsubsidized Loan if specified teaching requirement is not met

4 TEACH Grant Processing and Reports –ATS –Origination –Disbursement –Reconciliation What’s New for Resources Agenda

5 ATS Disburse & Fund ReconcileOriginate TEACH Grant Processing Cycle

6 Agreement to Serve (ATS) TEACH Grant Agreement To Serve (ATS) –Explains the service obligation that must be fulfilled, –Explains the circumstances that will result in the TEACH Grant being converted to a Direct Unsubsidized Loan –If the TEACH Grant is converted to a Direct Unsubsidized Loan, explains the terms and conditions associated with repaying the loan

7 Agreement to Serve (ATS) Only submitted electronically via the Agreement To Serve Web site. An ATS must be signed by the student before disbursing a TEACH grant. –An ATS must be accepted on the COD System in order to allow actual disbursements to be accepted on COD for associated grants. Same ATS may be used by multiple schools

8 ATS Web Site Options

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10 COD: Person Menu Person –ATS searches –View and update TEACH Grant origination and disbursement data

11 Person: ATS/Promissory Note Search

12 Person: Pending/Unlinked

Person: ATS with Linked Awards

14 ATS Linking Accepted?On the COD SystemLink?Response If ATS is submitted Yes Accepted TEACH Award Yes ATS Acknowledgement ATS Status Code = A Yes No corresponding TEACH Award No ATS Acknowledgement ATS Link Indicator = F ATS Status Code = P If TEACH Grant is submitted YesValid ATSYes Award Response ATS Status Code = A YesNo Valid ATSNo Award Response ATS Status Code = R NoN/ANo Award Response ATS Link Indicator = F ATS Status Code = R

15 TEACH Grant Initial and Subsequent Counseling Students are required to complete Initial Counseling before submitting an ATS award year schools who choose to participate in TEACH Grant program must provide counseling to students Beginning with the award year Initial and Subsequent Counseling will be completed via the ATS website

16 ATS Disburse & Fund ReconcileOriginate TEACH Grant Processing Cycle

17 Origination Processing Overview School confirms eligibility, awards, and disburses aid School creates student record –Common Record or COD Web site School sends information to COD COD processes/edits and returns response Error correction, when necessary

18 Origination Processing An eligible Citizenship Status is required to originate a TEACH Grant award on COD. Schools submit records via batch or via the COD Web site –Must include person, award, and anticipated disbursement information –The sum of the disbursements (anticipated and/or actual) to the Award Amount

19 Origination Processing TEACH Grant awards must be created with correct information –21 character ID consisting of SSN, Award type, Award year, first six of the OPE ID, and sequence number –Xxxxx1234 H A school may originate more than one TEACH Grant award for the same student within an award year

20 Origination Processing The Award amount for a single Award cannot exceed $4,000 The cumulative award amount for all TEACH Grant awards across all schools, across all grade levels, cannot exceed the maximum of $8000 for a single award year Student level code can span multiple award years

21 Origination Processing No POP (Potential Over-award) process for TEACH Grants; disbursements will reject (similar to ACG, SMART and Direct Loan; not Pell) No automatic correction process for TEACH Grants; records will be rejected (similar to ACG, SMART and Direct Loan; not Pell) TEACH Grants that become loans will not apply to Direct Loan annual or aggregate loan limits

22 TEACH Grant Edits Edit Edit Type BlockDescription 160RAward Disbursement information is incomplete or rejected, TEACH award is not accepted 161RAward Attended School Entity ID is not TEACH eligible 162RAward Single TEACH award is greater than $

23 TEACH Grant Edits Edit Edit Type BlockDescription 163RAward Cumulative TEACH award amount is greater than $ in an award year 164RAward Incorrect Teacher Expert Indicator: Teacher Expert flag set to 'true' with a Grade Level < 6 165R Disburse ment Funded disbursement submitted on a TEACH award without a linked, active ATS

24 Person: TEACH Grant Information

25 Person: TEACH Grant Information

26 Person: Award Detail Information

27 ATS Disburse & Fund ReconcileOriginate TEACH Grant Processing Cycle

28 TEACH Grant Funding Basics Funding based on actual disbursements 7 day rule –Records submitted up to 7 days in advance of disbursement date can trigger change in funding Cash Management Regulations –30 day reporting requirement –3 -Day cash rule –Monthly reconciliation

29 Processing Disbursements Disbursement data –Anticipated vs. Actual –Disbursement date –Disbursement amount

30 Person/Award: Disbursements

31 Person/Award: Disbursement Detail

32 Person/Award: Disbursement History

33 Pending Disbursement Listing What –Pending disbursements for that period When – Weekly Where – SAIG or COD Web Why – Identify disbursements to be used in funding calculations

34 ATS Disburse & Fund ReconcileOriginate TEACH Grant Processing Cycle

35 TEACH Grant Reconciliation Monthly Reconciliation –Compare school records with the COD records to identify and resolve outstanding discrepancies

36 COD: School Menu

37 School: Cash Activity

38 School: SAS Options 42

39 COD Reporting Website

40 24 Grants Newsbox

41 Inactive Grants Report

42 TEACH Grant Processing and Reports –ATS –Origination –Disbursement –Reconciliation/Closeout What’s New for Resources Agenda

43 What’s new for : TEACH Grant Closeout Processing Additional TEACH Grant School Reports –TEACH Grant Rebuild –TEACH Grant MRR – Data Request –ATS Discharge TEACH Grant Initial and Subsequent Counseling

44 TEACH Grant Closeout Defined A process that includes –reconciling all TEACH Grant cash and actual disbursement information at a school to the information contained in COD –identifying and resolving any outstanding issues –bringing a school's official ending cash balance amounts to zero

45 The COD System will provide a closeout process for schools for the TEACH Grant Program –Award Year is closed once Latest Date to Accept Common Record has passed –School should have zero balance on their Balance Notification Balance Notification –Generated for schools that have TEACH Grant cash activity or Net Accepted and Post Disbursement (NAPD) for the award year –For Award Year sent in Spring 2009 TEACH Grant Closeout Processing

46 Report NameSortFrequency Via SAIG Fixed Length Via Web Comma Delimited ATS Discharge Report Discharge Date WeeklyXX TEACH Grant Rebuild - As Requested X TEACH Grant MRR Report - As Requested X TEACH Grant School Reports COD will produce the following new TEACH Grant school reports/files:

47 The ATS Web site will allow students to complete and submit Counseling for TEACH Grants Counseling for TEACH Grants will be award year specific The ATS Web site will require a student to successfully complete annual Counseling for a TEACH Grant prior to submitting an ATS for an award year TEACH Grant Initial, Subsequent Counseling

48 TEACH Grant Processing and Reports –ATS –Origination –Disbursement –Reconciliation/Closeout What’s New for Resources Agenda

49 Locating TEACH Grant Information Tools for Schools –COD CBT –EDExpress WBT Letters and Bulletins –TEACH Grant Bulletins Publications –COD technical reference

50 TEACH Grant Assistance COD customer service –

51 Related Conference Sessions Session #C-03 TEACH Grant Operational and Processing Information – Part Two - Servicing Session #FF-12COD Basics

52 Contact Information Lisa DiCarlo Director, Direct Loan Operations (202) David Hebrank Management and Program Analyst (202)