1. Best Practices in Managing the WV Higher Education Grant Program
2019 WVASFAA
Spring Conference
Stonewall Resort
March 26-28, 2019
Best Practices in Managing the WV Higher Education Grant Program
BRIAN WEINGART, WV HIGHER EDUCATION POLICY COMMISSION
KELLY DLESK, west Virginia Northern community college
Passing the Torch – Taking Our Resources and Community Higher
Passing the Torch - Taking Our Resources and Community Higher

2. WV Higher Education Grant
March 26, 2019

3. WV Higher Education Grant
Receive a copy of the ISIR for every FAFSA transaction
HEPC determines:
Met the deadline date
Student residency based upon FAFSA
Parent residency for dependents based upon the FAFSA
Has a high school completion status on the FAFSA

4. WV Higher Education Grant
HEPC determines
Has an eligible institution listed on the FAFSA
Is an undergraduate student according to the FAFSA
Has received HEGP less than 8 semesters
Valid ISIR with an eligible EFC
Determines if a renewal student
Determine based upon available information if student has financial need

5. WV Higher Education Grant
Expect institution to
Verify the FAFSA if selected
Student meets the residency requirements
Student is academically eligible
Student is meeting SAP policy
Student has remaining financial need
Student is enrolled full-time
Student is not receiving HEAPS and HEGP in the same payment period

6. WV Higher Education Grant
Expect institution to
Student has not met the requirements for a bachelor’s degree and the courses the student is taking go toward the student’s undergraduate program of study

7. WV Higher Education Grant
Expect institution to
Reconcile disbursements with FAMS on a semester and annual basis

8. Brian Weingart, Senior Director of Financial Aid
Contact Information
Brian Weingart, Senior Director of Financial Aid
Division of Financial Aid
West Virginia Higher Education Policy Commission
1018 Kanawha Boulevard East, Suite 700, Charleston, WV 25301
(304) •

9. WV HEGP Best Practices From a School’s Perspective
Higher Education Grant overview and eligibility
Packaging
Roster Updates
Disbursement
Reconciling and close out

10. Determining Higher Education Grant Eligibility
Eligibility Criteria:
Must attend an eligible institution
Must file the FAFSA by the deadline (typically April 15th)
Must complete verification if selected
Must be full-time undergraduate (12 or more credits)
EFC less than maximum eligible amount
Need-based fund (cannot exceed need or COA)
Must be a U.S. citizen
Have a high school diploma or GED/TASC
Must be meeting institutional SAP
Passing the Torch – Taking Our Resources and Community Higher
Passing the Torch - Taking Our Resources and Community Higher

11. Eligibility Ctd… Residency
Resident for one year immediately preceding date of FAFSA completion
If dependent – parent(s) on FAFSA must be residents as well
Must be living in WV for purposes other than attending college
If student moves out of state mid-year, not eligible for any further disbursements
Conflicting Information
Must be resolved in office or notify HEPC to be resolved
examples:
- Graduated from out-of-state high school
- Out-of-state drivers license
- Out-of-state tuition or an out-of-state address on institutional records

12. Academic Eligibility Initial Award Eligibility
If college credit earned (ex. dual credit) – must have 2.0 cumulative GPA
If more than 5 years since high school or GED – meet admissions requirements
If less than 5 years, 2250 on GED, 500 TASC or min. 2.0 high school GPA
Renewal Requirements (eligibility checked once per year)
Credit hour requirement *excludes credits and grades earned in term right before award year
- 1 semester = 12 credits
- 2 semesters = 24 credits
- 3 quarters = 36 credits
Cumulative 2.0 or higher GPA

13. FAFSA Deadline Notification to Students
Making students aware of the April 15th deadline
FAFSA Workshop week
Student newsletter
to previously enrolled students
to area HS Counselors
Posting dates on webpages
Posting the date on student activity calendar
Social media

14. Packaging/Awarding Rosters available on FAMS each year
will be sent when rosters available (make sure is updated with HEPC!)
To obtain roster:
select Program: WVHEG(Search) from drop down box
Click “roster” radio button
Select correct Academic year
Hit “search”

15. Packaging/Awarding - Sample Roster

16. Packaging/Awarding Three “types” of State Grant students
“R” – returning students
“C” – college students
“H” – high school students
Eligibility Requirements for ALL students
- Be a resident at least one year immediately preceding the date of the application (parents as well for dependent students)
- Must be meeting institutional SAP
- Must have completed federally required verification
- Combination of grant and other funds may not exceed financial need

17. Packaging/Awarding
Split roster into three types of students and focus on one “type” at a time
Returning Students
-at least 2.0 overall GPA
-hours completed (12 or 24 for semester schools) ( 36, 24 or 12 for quarter schools)
-no previously earned Bachelor’s degree or equivalent
College Students
-2.0 overall GPA
High School Students
-2.0 high school GPA or 2250 GED
-not required if removed from high school 5 or more years, or completed active military service

18. Disbursement Prior to disbursement: Check for late transcripts
Have a good working relationship with your records/registrar office!
Ask them to notify you if a student‘s residency changes mid-year, or create a report to track (for multiple reasons!)
Create a report to track state grant students and transcript requirements/received date
Double Check GPA’s
- create a report
- remember summer credits during the semester prior to award are not included
Verification EFC Changes
- remind staff who complete verification that EFC changes can affect State Grant awards
- create a report with state grant students and EFC’s to check prior to disbursing
- use a “negative need” report to catch students

19. Disbursement ctd: Semester Schools Quarter Schools
Even disbursements between Fall (50%) and Spring (50%)
Quarter Schools
Even disbursements between Fall (33%), winter (33%) and Spring (34%)
No disbursements in the Summer semester!

20. Updating Rosters
There are multiple ways to update rosters (student specific or through Enrollment Adjustments tab) – Updates due by October 15th (fall) and March 15th (spring)
- Important to update eligibility ASAP so students get proper notifications from HEPC
- If student’s eligibility cannot be determined, consider listing award as “pending” or “offered”
student has federal loans in default
student has not yet submitted high school or college transcripts
Always check WVHEG[FAFSA Selected Institution] report to find missing students!

21. FAFSA Selected Institution Report
Compare students who have your school listed on the FAFSA (FAMS report) with students enrolled at your institution

22. Updating Rosters Easiest and quickest = Enrollment Adjustments
Can “mass update” students
Run a report of students who are not full-time and not enrolled, then update on FAMS
Be sure to save each page as you go
Not good for students who need individualized notes placed on their account (use the WVHEG [Search] function to update these students individually

23. Withdraws If student is receiving federal funds – use R2T4 calculation
If student is not receiving federal funds – use Commission’s rule
Number of days a student attended term divided by total number of days in the term
Use this percentage of days attended times the amount of state grant funds to determine earned grant
If a student attended more than 60% of the term, they can keep 100% of the award
Must update in FAMS as adjust code of “withdrew” and the amount awarded
If a student withdraws from ALL courses due to extenuating circumstances, they may submit a waiver request to HEPC

24. Reconciliation
In addition to roster updates, awards should be reconciled every semester to make for an easier close-out
Compare FAMS roster to school’s system
Use semester award log under WVHEG[Search] drop down

25. Reconciliation ctd… Multiple ways to reconcile
End result is comparing students in FAMS to students in your system to determine discrepancies
Things to remember:
If student has limited unmet need and award needs reduced, mark “other adjustable” and leave a note as to why award reduced
Sometimes names can differ between FAMS and school’s database

26. Closing Statements
Typically available the beginning of May – due June 15th
Make sure to reconcile BEFORE closing statements are sent to avoid having to request multiple closing statements
If new closing statement is needed, be sure ALL adjustments are made before requesting a new statement
Match total dollars awarded on closing statement with total dollars awarded in Banner
Be sure students match as well
Work with your business office or bursar to determine all payments have been received
Keep copies of signed closing statements for audit purposes

27. A Few Things to Consider
If students are listed on another school’s roster, be sure they will not be receiving any funding before switching the award
Monitor student EFC changes due to verification to ensure award is not affected
Complete Professional Judgments (if applicable) ASAP to ensure students will hit the roster
Run a report of students who did not complete at least 12 hours after the Fall semester to let them know how many hours they need to complete in the Spring semester to keep the award
Create yourself a yearly “schedule” of important dates that align with deadlines
Work closely with Judy or Brian if you are unsure of a situation
Notes in FAMS are important
Be consistent in your wording when working with students (HEGP, State Grant, WV Grant etc)

28. Questions? Kelly Dlesk West Virginia Northern Community College
Financial Aid Counselor
(304)