1. Title IV Administration is a Team Sport
Session 46
Title IV Administration is a Team Sport
Marcia Boyd, Alicia Harris, and James McMillan | Dec U.S. Department of Education 2015 FSA Training Conference for Financial Aid Professionals

2. Agenda Session Overview
Title IV Administration: Roles and Responsibilities
Policy Changes and Title IV Compliance
Campus Communication
Helpful Resources
Questions and Answers

3. Administrative Capability
To participate in any Title IV program, a school must demonstrate that it is administratively capable of managing its basic operations. 3

4. The Network of Responsibilities
Managing FSA program funds is a school-wide responsibility. FSA program funds are provided to the school, and all offices at a school must work together to ensure successful program management.

5. Primary Responsible Offices
FSA program management generally takes place in three functional areas:
Office of the Chief Executive (CEO, President, Chancellor, etc.)
Chief Financial Aid Officer
Chief Business Officer

6. President/CEO’s Office
Ultimate responsibility for a school’s FSA programs
Authority and responsibility delegated to other offices
Strong leadership fosters an environment to promote an effective and responsive financial aid program

7. Financial Aid Office
Assigned most of the responsibility for administering FSA programs
Limited role in the institution’s fiscal operation

8. Financial Aid Office
Responsibilities commonly assigned to a school’s Financial Aid office
Advise students and parents about financial aid
Provide students with consumer information
Determine students’ eligibility
Make financial aid awards

9. Financial Aid Office Coordinate activities with other school offices
Interact with various outside groups, agencies, associations, and individuals
Monitor students’ (SAP)
Maintain records related to the administration of Title IV
Communicate regulations and changes to institutional staff with Title IV responsibilities

10. Financial Aid Office
Keep current on changes in laws and regulations to ensure that the school remains in compliance
Manage and report on activities that involve financial aid funds
Calculate the return of Title IV funds
Determine eligibility for post-withdrawal disbursements

11. Financial Aid Office
Reconcile student financial aid data provided to the business office
Payments Made
FSA Funds Returned
Expenditures Reported
Report changes to ED effecting eligibility status

12. Financial Aid Office Perform (limited) fiscal operations
Authorizing payment of FSA funds to student
Authorizing return of Title IV funds
Notifying student/ED of overpayments
Coordinating submission of FISAP

13. Business Office Most FSA-related fiscal operations
Provides critical services managing both federal and nonfederal financial aid programs

14. Business Office
Administers the accounting, recordkeeping, and reporting functions
Strong internal controls and sound business and financial management practices

15. Business office
Coordinate activities and cooperate with the Financial Aid Office in:
Projecting cash needs
Processing cancellations and institutional refunds
Obtaining authorization to pay FSA funds
Being aware of the changes in FSA laws and regulations
Submitting accurate and timely reports
Reconciling Title IV Funds

16. Business Office Maintain a system of internal controls
Ensure that the functions of authorizing and disbursing remain separate
Maintain records consistent with government auditing standards
Maintain records to ensure a clear audit trail
Draw down and return FSA funds to program accounts

17. Business Office Disburse funds to eligible students
Maintain accurate student account records
Collect Federal Perkins Loans
Calculate the return of Title IV funds
Establish and implement the institution’s refund policy
Notify students of pending loan disbursements and right to cancel

18. Business Office Return of Title IV funds
Assist in reporting FSA expenditures
Reconcile accounts
Cash between school records and bank
Federal funds between bank statements and federally reported balances
Internal reconciliation

19. Business Office Assist in completing FISAP
Maintain a cash management system
Provide general stewardship for federal funds
Prepare for and participate reviews and audits

20. Business Office Separation of Duties
Duties are divided among different individuals to reduce the risk of error or inappropriate action
Responsibility for related transactions should be divided among employees so that one employee’s work serves as a check on the work of other employees

21. The Network of Responsibilities
Academic Affairs
Degree Programs
Certificate Programs
Gainful Employment Programs
Student Retention
Consumer Information

22. The Network of Responsibilities
Admissions
Initial Student and Parent Contact
Consumer Information
Provides Financial Aid Information
Collects Critical Student Eligibility Data

23. The Network of Responsibilities
Registrar
Consumer Information
Satisfactory Academic Progress
Enrollment Reporting
Gainful Employment Reporting
Determining Academic Outcomes

24. The Network of Responsibilities
Student Affairs
Consumer Information
Retention
Student Conduct
Counseling Requirements
Outreach/Awareness Activities

25. The Network of Responsibilities
Campus Security
Campus Safety/Emergency Management
Clery Act
Violence Against Women Act (VAWA)
Annual Security Report
Consumer Information

26. The Network of Responsibilities
Information Technology
Data Security
Coordinated Campus-Wide Information System
Student Information System
Data Driven Reporting

27. The Network of Responsibilities
Institutional Research
Consumer Information
Integrated Postsecondary Education Data System (IPEDS) Reporting
College Navigator – College Search Tool
IPEDS Data Center – Data for Researchers and Analysts

28. Policy Changes and Compliance
Adding New Programs
Increasing/Decreasing Program Length
Changing Admission Standards
Determining Non-Attenders
Processing Administrative Withdrawals

29. Keys to Success: Three C’s
Institutional success requires an effective communications, collaboration, and cooperation network on the campus between all offices involved in the delivery of Title IV funds. 29

30. Three C’s Network
Communications between the financial aid office and the following offices:
Fiscal Office/Student Accounts
Registrar
Admissions
Information Technology
Student Housing
Academics 30

31. Communications
Communication is a shared institutional responsibility for effective Title IV program management. 31

32. Collaboration
Communication is a shared institutional responsibility, therefore you must collaborate your efforts with all the offices involved in the delivery of Title IV funds. 32

33. Cooperation
Cooperation between the financial aid office and the following offices:
President/CEO’s Office
Fiscal Office/Student Accounts
Registrar
Admissions
Academic Affairs
Information Technology
Student Affairs
Campus Security
Institutional Research 33

34. Summary In Conclusion:
Managing FSA Funds is a school-wide responsibility
All offices must work together to ensure successful program management
Primary responsibility President/CEO, CFO, and the FAD

35. Helpful Resources
Federal Student Aid Handbook: Appendix B-A School’s Financial Management Systems
Consumer Information:
Campus Security:
IPEDS Reporting:

36. QUESTIONS?