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The POLICies AND PROCEDUREs MANUAL for the financial aid office
2018 ILASFAA Annual Conference: Celebrating the superhero in all of us!
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Manual Introduction
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Manual Introduction Purpose & scope of the Manual – Reference resources for in-depth clarity Philosophy of the Financial Aid Office Who’s responsible for development? What are your methods for updating information and documentation?
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Administrative organization & office management
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Administrative organization & Office management
Organizational Chart Financial Aid Office location and layout Responsibilities and relationships with other campus offices ensuring compliance for Title IV programs with designated contacts for each Financial Aid Office structure (mini-org chart) and responsibilities (job descriptions) for each position Personnel policies: Reference your Employee Handbook as much as possible: Code of ethics, conflict of interest, anti-discrimination, drug-free workplace, performance evaluations, etc.
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Administrative organization & Office management cont.
Routine office hours Accommodations for disabilities Appointments Correspondence Telephone Student records FERPA Records management and retention Safeguarding electronic records Authentication policy for releasing information
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Financial aid programs
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Institutional eligibility requirements
Documentation of institutional eligibility includes: Program Participation Agreement (PPA), Eligibility and Certification Approval Report (ECAR), Acrediting Agency Letters, State Authorization and Licensure Documents (APPENDIX) Program Eligibility (your definition) List degree, certificate and diploma programs Ineligible programs Separation of duties
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Institutional eligibility requirements cont.
Validity of high school completion Discrepencies in information Program reviews/audits (APPENDIX) Cohort Default Rates (APPENDIX) Financial Responsibility Ratios Reporting and reconciliations FISAP (APPENDIX) NSLDS Copyright infringement and peer-to-peer file sharing HIPAA
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Institutional eligibility requirements cont.
Student eligibility requirements List each federal aid program in which you participate For each aid program, include a brief description and the eligibility requirements, (example: FWS would include job descriptions, general employment conditions and limitations, federal share limitations, fiscal procedures and record keeping, job locations and development, community service opportunities, etc.) List each state aid program in which you participate - give a brief description of each, the eligibility requirements, procedures and recordkeeping Other aid programs such as Workforce Development, Veteran’s Programs, DORS, etc.
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Private educational loans
Preferred lender lists Preferred Lender Arrangement Disclosures Preferred Lender Arrangement Annual Report Marketing of Private Educational Loans Preferred Lender Arrangement Code of Conduct Private Education Loan Applicant Self-Certification Form
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disbursements Disbursement method for each program
Disbursement schedule for each program Payment for prior/current year charges Credit balances Refunds
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Student consumer information requirements
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Student consumer information requirements
Notice to enrolled students Financial aid information Institutional information Completion or graduation rates Annual Security Report Student-athlete completion or graduation rate Athletic Program Participation and Financial Support Report Annual Fire Safety Report Gainful Employment Program Disclosures Drug and alcohol abuse prevention information Voter registration information Peer-to-Peer file sharing
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Student consumer information requirements
State-related consumer information Accrediting agency consumer information Title IV Loan Counseling – Entrance and Exit Counseling
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Applications and forms
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Applications and forms
What is your application process? Forms (APPENDIX) Deadlines Document Tracking Appeals
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File review
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File review Verification Database Matches, Reject Codes & C-Codes
Subsequent ISIR transactions Additional review requirements
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Student budgets
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Student budgets How did you build your student budgets?
How often is it updated? Are additional costs taken into consideration? How does a student appeal?
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Awarding and packaging
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Awarding & Packaging How you package aid Campus-based programs
Award amounts Other resources Employer assistance Award notifications Over awards & overpayments
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Professional judgment
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Professional judgment
Individual or committee? Special circumstances considered Request process Required forms and documentation (APPENDIX) Written statement of PJ determination
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Satisfactory academic progress
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Satisfactory academic progress
Same as or stricter than? Qualitative and Quantitative Measures Warning/probation periods Notices Appeals Regaining eligibility
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Return of title IV funds
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Return of Title IV Funds
Overview Determining a withdrawal date Post-withdrawal disbursements Returning unearned funds LOA
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Questions and discussion
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