Melissa Haberman Associate Dean, Student Financial Support Services Madison College MASFAA 2015 Conference #myMASFAA

Know the Goal Review the Regulations Ask Questions Involve the Right People Quality Assurance Annual Review

NASFAA Policy and Procedure Template FSA Assessments Colleagues!

NASFAA Student Aid Index Information for Financial Aid Professionals (IFAP) Publications Federal Student Aid (FSA) Handbook Electronic Code of Federal Regulations (E-CFR)

Attended a Conference New Staff Member Law and Regulation Changes Audit or Program Review Annual Review Process CFR (b)(4) – Administrative Capability Has written procedures for or written information indicating the responsibilities of the various offices with respect to the approval, disbursement, and delivery of Title IV, HEA program assistance and the preparation and submission of reports to the Secretary.

Who is the audience? Auditors Internal documentation Quick reference Staff training

Who completes this process? Institutional interaction? Technology involved? Frequency of process? Meeting expectations? Changes needed?

Who does the work? Who does it impact? What type of policy is it?

Exit Counseling Loan Manager & Loan Processing Staff Information Technology Staff Death of a Student Dean of Students Registrar Bursar Financial Aid Housing

Does your office have a written policy? Do you include just the FA office obligations in the document or the whole process? Why might we want to include an overview of the whole campus process?

Is the process meeting expectations? Who, what, when, how? Internal audit, random sample How frequently do you monitor? Direct Loan Quality Assurance Requirement Reminder See the November 13, 2013 Electronic Announcement

Does your office have an exit counseling quality assurance process? How do you confirm those that require exit counseling are identified? How do you confirm exit counseling was sent? Do you account for undeliverable addresses?

Schedule All documents at once or each on an individual schedule? Is policy current? How many documents are written and forgotten? Audit Ready Does what you say you do match actual practice?

Verification Student Credit Balance Entrance/Exit Counseling R2T4 Calculations Crime Awareness Satisfactory Academic Progress Inaccurate Record Keeping

R2T4 Made Late Consumer Information Requirements Pell Over/Underpayments Student Status Inaccurate/Untimely Reporting Lack of Administrative Capability

NASFAA Policy And Procedure Tool

How many people are involved in R2T4 processing? Calculate Amount Owed Adjust Award Notify Student Update Student Financial Account Send Invoice to Student Answer student Phone, , Walk-In questions Could involve 2-6 people and at least 2 offices.

Who should write the policy? Each person write their section? One person write the entire thing? One editor to put it all together? Discussion Question: Who writes the R2T4 Policy at your institution?

Who writes the verification policy at your institution? Do you have one author, a committee, different authors for different parts?

Know the Goal Review the Regulations Ask Questions Involve the Right People Quality Assurance Annual Review

Melissa Haberman Associate Dean Student Financial Support Services Madison MelissaHaberman