1. Session C-11 Operational Update: Pell Grants, ACG and National SMART Grants Kathleen Wicks Dan Sullivan U.S. Department of Education

2. 2 Pell Grants, ACG & National SMART Grant Overview Institution & Student Eligibility Edit Statistics COD Updates HEOA Updates Resources Session Agenda

3. 3 ACG: Eligibility Reason Code ACG Reason Code 2006-20072007-2008 01: HS Programs121,147 (38.8%) 169,029 (41.2%) 02: AP/IB13,840 (4.4%) 18,286 (4.5%) 03: Coursework176,878 (56.7%) 223,011 (54.3%) Data accurate as of 8/11/2008.

4. 4 ACG: Year in School Year in School 2006-20072007-2008 00136,574 (42.9%) 198,103 (47.0%) 01105,347 (33.1%) 122,555 (29.1%) 0276,760 (24.0%) 101,048 (23.9%) Data accurate as of 8/11/2008.

5. 5 National SMART Grant Statistics CIP20072008 01 - Agriculture1,6091,923 11 – Computer Science10,29210,326 14 -Engineering13,58614,202 15 -Technology3,0903,052 16 – Foreign Language632749 26 – Life Sciences22,76824,005 27 - Mathematics4,3374,284 29 – Military Technologies11 30 – Multi/Interdisciplinary1,7711,805 40 – Physical Science6,2036,457 41 – Science technologies135154 Data accurate as of 8/11/2008.

6. 6 National SMART Grant: Year in School Year in school 2006-20072007-2008 0332,051 (45.3%) 34,194 (45.5%) 0438,679 (54.7%) 41,036 (54.5%) Data accurate as of 8/11/2008

7. 7 Pell Grants, ACG & National SMART Grant Overview Institution & Student Eligibility Edit Statistics COD Updates HEOA Updates Resources Session Agenda

8. ACG Self-Identification results from the CPS are sent to school on the student’s ISIR A special flat file is sent to the schools containing ACG self-identification responses –File Name: 2010 ACG DATA FILE –Message Class: ED2010OP for 2009-2010 award year Student Specific information is available using FAA Access 8 Institutional Participation Reviewing Self-Identified Applicants for ACG

9. 9 Institutional Participation For ACG and National SMART All schools that participate in Pell Grants and offer an eligible educational program must participate in ACG and National SMART Grants No new Program Participation Agreement (PPA) Must review self-identified applicants IG audit results –Audit of the Department’s Process for Disbursing Academic Competitiveness Grants and National Science and Mathematics Access to Retain Talent Grants –Control Number ED-OIG/A19H0011

10. 10 Institutional Eligibility For ACG and National SMART Grant Offers a 2- or 4-year degree program Program length in COD System –5,6,7,8,11,12 for ACG –6,7,8 for National SMART Grant See School Information, “General” page at COD Web site (cod.ed.gov)

11. 11 Student may not receive ACG or National SMART Grant concurrently from more than one school –The MRR will be automatically generated for all applicable schools Student must receive ACG (or National SMART Grant) and Pell Grant from the same award year For ACG: –HS graduation after 1/1/06 (ACG Level 1) –HS graduation after 1/1/05 (ACG Level 2) Student Eligibility Additional Criteria

12. 12 Transfer Student Eligibility ACG/National SMART Grant Programs require award information from previously attended schools to properly award transfer students –Calculation for eligibility used –Where to obtain necessary information

13. 13 Determining Transfer Eligibility Eligibility Used, Total Eligibility Used EU% = 100% × Sum of Actual Disbursements of Award ÷ Scheduled Award Amount* TEU% = Sum of all EU%’s at each applicable Academic Year Level** Across award years and Schools * Scheduled Award Amount is the maximum award amount by Academic Year Level and award year ** The COD System considers Academic Year Levels 0 and 1 to be the same when calculating TEU %

14. 14 Eligibility Used, Total Eligibility Used Example 1 A student in Academic Year Level 3 is awarded an 08-09 SMART Grant for $3000, $1250 in actual disbursements. EU% = 100% × ($1250 ÷ $4000) = 31.2500% Grade Level award year Award Amount Anticipated Disb Amount Actual Disb Amount Scheduled Award Amt Eligibility Used 32009300010001250400031.2500% Total Eligibility Used (Sum of all EU's) – Academic Year Level 331.2500%

15. 15 Eligibility Used, Total Eligibility Used Example 2 A Student in Academic Year Level 4 is awarded an 08-09 SMART grant. However the student’s second disbursement would have caused his actual disbursements to exceed his award amount so the disbursement is rejected with Edit 137. Award Number Disb Number Academi c Year Level award year Award Amount Actual Disb Amount Scheduled Award Amt Eligibility Used 00114200940001050400026.2500% 001242009400030004000N/A Total Eligibility Used (Sum of all EU's) – Academic Year Level 426.2500% The student’s second disbursement would cause EU to equal EU% = 100% × [($1050 + $3000) ÷ $4000] = 101.2500%

16. 16 Determining Transfer Eligibility Now that you know the calculation….. where can you obtain the information you need? –ISIR –COD to NSLDS –COD

17. 17 Determining Transfer Eligibility ISIR Record NSLDS data elements added/changed for ACG and National SMART Grant Scheduled award % eligibility used by scheduled award Total % eligibility used by academic year level Award year Academic year level

18. 18 Determining Transfer Eligibility – COD to NSLDS - data fed daily Award year OPEID Transaction number Award amount Amount paid to date Date posted to COD Academic year level Award ID Major CIP code ACG eligible payment reason code ACG high school program code Scheduled award Percent eligibility used Total eligibility used

19. 19 Determining Transfer Eligibility NSLDS

20. 20 Transfer Student Monitoring NSLDS will monitor changes made by other institutions to Pell/ACG/National SMART Grants and alert the informing school Monitoring is across award years Changes made to any one of the following will trigger an alert: Award amount Amount paid to date (disbursement amount) Latest disbursement date

21. 21 Transfer Student Monitoring The alert process continues to send schools an alert email notification and the alert data via Web only or Web and Batch Schools designate the alert method on the School Transfer Profile page setup

22. Underlying Pell Grant Requirement For ACG and National SMART If student has an ACG or National SMART Grant and is not a Pell recipient, the student will lose the ACG/National SMART Grant A special de-obligation job will be run twice in spring and late summer/early fall 22

23. “No Pell De-obligation” Statistics 23 Program2006-20072007-2008 ACGSchools:40 Students: 58 Total: $150,145 Schools: 51 Students: 58 Total: $133,660 SMARTSchools: 183 Students: 276 Total: $156,618 Schools: 264 Students: 519 Total: $279,009

24. 24 Determining Transfer Eligibility COD Website

25. 25 COD Web: Person Information Webpage

26. 26 Pell Grants, ACG & National SMART Overview Institution & Student Eligibility Edit Statistics COD Updates HEOA Updates Resources Session Agenda

27. Grade Level Edits 27 Must deliberately report grade level! ProgramGrade Level ACG0, 1, 2 National SMART Grant3, 4

28. Edits 56, 58 28 Preventable - for the most part! EditBlockMessage ACG Hits SMART Hits Pell Hits 056Disbursement Sequence Number Not In Sequential Order 45,59113,140498,746 058Disbursement Duplicate Disbursement Information On File 32,8387,419352,149 Total78,42920,559850,895 Data accurate as of 8/1/2008.

29. Edit Statistics: 2007-2008 29 EditError MessageACG Hits SMART Hits Pell Hits 014Citizenship Status is not eligible for this award 6,4453,1072,566 041Changed Award Amount Is Less Than Total Disbursements 1,5644460 048School is Ineligible265456,754 051Disbursement Date With Payment Trigger Set to True Outside of Allowable Window 8,3051,29625,596 123Incorrect Student Level for ACG/National SMART Grant Awards 6,4812,9550 994Missing Value10,5571,64861,239 Total Error Messages for Program for 2007-2008 2,322,481488,79427,313,038 Data accurate as of 8/1/2008.

30. Pell Edit Statistics: 2007-2008 30 Data accurate as of 8/1/2008. EditError MessagePell Hits 015Corrected Value Same as Original Value (Warning)21,065,195 024Reported CPS Transaction Number Does Not Match CPS 61,785 038Student not Pell eligible34,525 039Incorrect Award Amount290,332 040Changed Award Amount is Less Than Total Disbursements 19,632 079Incorrect Adjustment to Payment Trigger88,601 Total Error Messages for Program for 2007-200827,323,038

31. ACG Edit Statistics: 2007-2008 31 EditError MessageACG Hits 127Missing Rigorous High School Program Code8,571 129Invalid Rigorous High School Program Code2,854 130Award Amount Exceeds Maximum Scheduled Award for ACG 21,283 135Disbursement exceeds scheduled award for ACG at your school 5,644 Total Error Messages for Program for 2007-20082,322,481 Data accurate as of 8/1/2008.

32. SMART Edit Statistics: 2007-2008 32 EditError MessageSMART Hits 131Incorrect CIP Value3,323 132Award Amount Exceeds Maximum Scheduled Award for National SMART grant 2,743 137Disbursement exceeds scheduled award for National SMART grant at your school 2,361 Total Error Messages for Program for 2007-2008488,794 Data accurate as of 8/1/2008.

33. 33 Edit Statistics POP Edits for 2007-2008 EditMessageHits 134Disbursement exceeds scheduled award at all schools for ACG during the same or multiple award years 23,647 136Disbursement exceeds scheduled award at all schools for National SMART Grant during the same or multiple award years 19,205 068Potential Over award Project – Notice Sent Separately (Pell) 30,312 Data accurate as of 8/1/2008.

34. 34 Pell Grants, ACG & National SMART Overview Institution & Student Eligibility Edit Statistics COD Updates HEOA Updates Resources Session Agenda

35. 35 Rigorous Secondary Programs of Study, and Eligible Majors No change for 08-09 award year Check for update on IFAP for the 09-10 award year Operational Updates for ACG and National SMART

36. 36 Currently when the COD system receives a Pell correcting school’s common record with no tag for the COA data field, the COD system: –Places a default value of $99,999.99 in the COA field –Returns a correcting edit 993 (missing value) –Accepts the common record Beginning in March 2009, the COD system will: –Place no default value in the COA field –Return a rejecting edit 994 (missing value) –Will reject the common record Pell Cost of Attendance Field

37. 37 COD Schema Currently, schema version 2.0e may be used for Pell Grant, ACG, National SMART Grant, and Direct Loan The COD system began to accept and process data from new XML Schema 3.0a in June 2008 –Currently, schema version 3.0a is required for TEACH Grant processing

38. 38 COD Schema Beginning March 2009 schools must use the 3.0b schema version for all programs for award year 2009-2010 and forward Schema version for system generated responses for award years prior to 09-10 may be set on the COD Web site - School Options page Web responses are ALWAYS sent in the highest schema version

39. 39 Recap of Schema 3.0a Changes Entity ID attributes removed Person Identifier attributes removed Multiple changes to Contact and Address blocks New TEACH Grant block Refer to the March 11, 2008 IFAP posting for all changes

40. Summary of Schema 3.0b Changes New Counseling block added for TEACH Grant Counseling Acknowledgements New enumeration values for Agreement to Serve Status Code to include “C” for Closed. Values already returned are “A” for Accepted and “P” for Pending” Updates/Changes for future use (to allow two Pell awards in an award year): –New tags within the Pell Award block: FinancialAwardNumber FinancialAwardID AdditionalEligibilityIndicator 40

41. 41 ACG and National SMART for Eligible Non-Citizens Higher Education Opportunity Act (HEOA) of 2008 changes the ECASLA effective date from January 1, 2009 to July 1, 2009 Effective July 1, 2009, COD will allow eligible non-citizens to qualify for an ACG award or a National SMART award COD will accept ACG and National SMART records for eligible non-citizens disbursed on or after July 1, 2009

42. Edit Changes 42 EditDescription of Change MessageCondition 014HEOA – Updated to allow for eligible non- citizen code of ‘2.’ Citizenship Status is not eligible for this award For ACG, National SMART Grant, and TEACH Grant, Student’s Citizenship Status Indicator is not “1” for U.S. Citizen or “2” for eligible non-citizen.

43. Citizenship The inclusion of a Citizenship Status Code in the Person Block is optional –If no Citizenship Status Code is provided in the Person Block, COD will pull the value from CPS Documentation held by the school –Citizenship Status Code must be included if it differs from the value on CPS In March 2009, additional values from CPS will be factored into the citizenship edit (014) Look out for more rejects! 43

44. 44 National SMART for 5 th Year Undergraduates Higher Education Opportunity Act (HEOA) of 2008 changes the ECASLA effective date from January 1, 2009 to July 1, 2009 Effective July 1, 2009, 5th year undergraduate students will be eligible to receive a National SMART award COD will accept National SMART records for 5th year undergraduate students disbursed on or after July 1, 2009

45. Edit Changes 45 EditDescription of Change MessageCondition 123 HEOA – Updated to allow for National SMART Student Level 5. Incorrect Student Level for ACG/National SMART Grant Awards The Student Level submitted for the award is not valid based on award type. Valid values per award are: For National SMART Grant: 3, 4, 5 132Award Amount Exceeds Maximum Scheduled Award for National SMART grant Award amount originated at a single school exceeds the maximum scheduled award for the award year. For National SMART Grant: Student Level 3, 4, 5 - $4000 136Disbursement exceeds scheduled award at all schools for National SMART Grant during the same or multiple award years Disbursement amount distributed across one or more schools exceeds the maximum scheduled award for the most recent award year. For National SMART Grant: Student Level 3, 4, 5 - $4000

46. 46 Pell Grants, ACG & National SMART Overview Institution & Student Eligibility Edit Statistics COD Updates HEOA Updates Resources Session Agenda

47. HEOA Updates Provides for “Year-round” Pell Grants Allows students to receive two Pell Grants during a single award year to allow them to accelerate their progress towards their degree or certificate They must be enrolled at least half-time and be enrolled in a program of instruction at a school that awards an associate or baccalaureate degree or a certificate 47

48. 48 HEOA Updates Maximum Duration of Eligibility for Pell Limits the time students can receive Pell Grants to up to 18 semesters or its equivalent for students who first receive a Pell Grant on or after July 1, 2008 Only the percent of time that a student is enrolled will count against that time limit

49. 49 HEOA Updates ACG and National SMART Grants Higher Education Opportunity Act (HEOA) of 2008 changes the ECASLA effective date from January 1, 2009 to July 1, 2009 Students can be enrolled less than full-time but must be enrolled at least half-time Proportionally reduces maximum awards the same way Pell does for part-time students

50. 50 HEOA Updates ACG and National SMART Grants Students in certificate programs eligible, if program is at least one year in length and offered at a two or four-year degree granting institution Awards based on student’s grade level instead of “academic year” Requires grant awards and payments to be determined on the same basis as Pell

51. 51 HEOA Updates National SMART Grants Only Authorizes grants to students at institutions that offer a single liberal arts curriculum leading to a baccalaureate degree but at which students are not allowed to declare a major in a particular subject area by the institution Look for new approved majors on IFAP

52. 52 Pell Grants, ACG & National SMART Overview Institution & Student Eligibility Edit Statistics COD Updates HEOA Updates Resources Session Agenda

53. Resources 53 COD Technical Reference http://ifap.ed.gov/cod/0910CODTechR ef.html http://ifap.ed.gov/cod/0910CODTechR ef.html Webinars http://ifap.ed.gov/IFAPWebApp/current CPresentationsYearPag.jsp?p1=Additio nal+FSA+Presentations&p2=c http://ifap.ed.gov/IFAPWebApp/current CPresentationsYearPag.jsp?p1=Additio nal+FSA+Presentations&p2=c COD Computer-Based Training COD Initiated Activity Handout

54. Related COD Sessions 54 Session C-23COD Web for Grants (Hands-on Session) Session C-12 Title IV Funding to Schools: From COD through G5 (For Pell Grants, ACG, and National SMART) Session C-13 Requirements for Federal Grant Programs - Pell, ACG and National SMART Session C-06 Higher Education Opportunity Act of 2008 – An Update Session FF-12COD Basics

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56. Contact Information 56 Kathleen Wicks Director, Grant Operations kathleen.wicks@ed.gov (202) 377-3110 kathleen.wicks@ed.gov Dan Sullivan Program Specialist, Grant Operations daniel.sullivan@ed.gov (202) 377-3114 daniel.sullivan@ed.gov