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

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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. LASFAA Upper Management Meeting
Resources
IFAP- FSA Assessments
NASFAA-Policy Builder
Baton Rouge, La 2017
LASFAA Upper Management Meeting