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Session 31 Financial Aid Boot Camp for New Financial Aid Directors Dolores Davis and Session 31 Financial Aid Boot Camp for New Financial Aid Directors Dolores Davis and Alicia Harris | Nov. -Dec. 2017 U. S. Department of Education 2017 FSA Training Conference for Financial Aid Professionals

Agenda Session Overview • Overview of Title IV Administration • Network of Responsibility • Agenda Session Overview • Overview of Title IV Administration • Network of Responsibility • Financial Aid Community • Helpful Resources • Questions and Answers 2

Congratulations!!! • You are the new Financial Aid Director • 3 What are the Congratulations!!! • You are the new Financial Aid Director • 3 What are the next steps? ? ?

Administrative Capability To participate in any Title IV program, a school must demonstrate that Administrative Capability To participate in any Title IV program, a school must demonstrate that it is administratively capable of managing its basic operations. 4

Program Participation Agreement (PPA) PPA • Locate Read PPA • Update PPA • • Program Participation Agreement (PPA) PPA • Locate Read PPA • Update PPA • • 5 President CFO FAD

Eligibility Documents Refer to signed copy on file at your school: • • PPA Eligibility Documents Refer to signed copy on file at your school: • • PPA Any PPA Amendments Access at eligcert. ed. gov: User Name • Password • • 6 Eligibility and Certification Report (ECAR)

Eligibility Documents Report Changes Timely • Report the “acknowledgement” change within 10 days • Eligibility Documents Report Changes Timely • Report the “acknowledgement” change within 10 days • • Changes to President/CEO, CFO, and FAD Refer to the section in the FSA Handbook on Institutional Eligibility for all reporting and update requirements 7

Office Structure • Organizational Chart • • Status of Open Positions Staffing Needs Staff Office Structure • Organizational Chart • • Status of Open Positions Staffing Needs Staff Responsibilities • Office Schedule • Office Budget • 8

Review Access to ED Systems • • • 9 FAA Access to CPS G Review Access to ED Systems • • • 9 FAA Access to CPS G 5 National Student Loan Data System (NSLDS®) Common Origination and Disbursement (COD) e. Z-Audit

Reach FSA-Phone Line 1 -855 -FSA-4 FAA (1 -855 -372 -4322) • Access School Reach FSA-Phone Line 1 -855 -FSA-4 FAA (1 -855 -372 -4322) • Access School Contact Centers • • • Campus-Based Call Center Central Processing System (CPS)/Student Aid Internet Gateway (SAIG) Technical Support Common Origination and Disbursement (COD) School Relations Center e. Z-Audit Help Desk Federal Student Aid Research and Customer Care Center (RCCC) Foreign Schools Participation Division G 5 Hotline National Student Loan Data System (NSLDS) Customer Support Center School Eligibility Service Group 10

Upcoming Deadlines • • • Annual Audit Fiscal Operations Report and Applications to Participate Upcoming Deadlines • • • Annual Audit Fiscal Operations Report and Applications to Participate (FISAP) Annual Security Report Integrated Postsecondary Education Data System (IPEDS) Reporting Award Year Closeout • Federal Pell Grant • Federal Direct Loan Program 11

IFAP • • • 12 Information for Financial Aid Professionals (IFAP) Current FSA Handbook IFAP • • • 12 Information for Financial Aid Professionals (IFAP) Current FSA Handbook Weekly Notifications Training Opportunities FSA Assessments

IFAP Keep Up with New Requirements • 13 Watch for New Requirements in Dear IFAP Keep Up with New Requirements • 13 Watch for New Requirements in Dear Colleague Letters and Electronic Announcements at ifap. ed. gov

Policies and Procedures • Policies and Procedures Manual • • • 14 Is there Policies and Procedures • Policies and Procedures Manual • • • 14 Is there a manual? Is the manual complete/current? Does it include other offices involved in Title IV administration?

Review Title IV Policies Meeting Current Requirements • Modeling Best Practices • Distributed to Review Title IV Policies Meeting Current Requirements • Modeling Best Practices • Distributed to Students • • 15 Consumer Information Easily Accessible Consistent in All Publication (Website, Student Handbook, and Catalogue)

Know the Numbers Cohort Default Rate • Enrollment Reporting Statistics • Campus-Based Allocations • Know the Numbers Cohort Default Rate • Enrollment Reporting Statistics • Campus-Based Allocations • • • 16 Federal Work-Study Federal Supplemental Educational Opportunity Grant

Student Records/Technology • Student Files • Paper files/Electronic files Document Imaging • Archive Schedule/Retention Student Records/Technology • Student Files • Paper files/Electronic files Document Imaging • Archive Schedule/Retention Requirement • • Review Setup for Automated Processes • • • 17 Previous, Current, and Upcoming Award Years Batch Awarding R 2 T 4

Protecting Student Data Publication Date: July 1, 2016 • DCL ID: GEN-16 -12 • Protecting Student Data Publication Date: July 1, 2016 • DCL ID: GEN-16 -12 • Subject: Protecting Student Information • Follow up to DCL GEN-15 -18 • • 18 Reminds institutions of their legal obligations to protect student information used in the administration of the Title IV Federal student financial aid programs

Title IV Concerns Pending Audit Responses • Open Program Reviews • Liabilities Owed to Title IV Concerns Pending Audit Responses • Open Program Reviews • Liabilities Owed to the Department • 19

SCHOOL ELIGIBILITY SERVICE GROUP (SESG) School Eligibility Service Group General Number: 202 -377 -3173 SCHOOL ELIGIBILITY SERVICE GROUP (SESG) School Eligibility Service Group General Number: 202 -377 -3173 or email: Case. Teams@ed. gov Or call the appropriate School Participation Division manager below for information and guidance on audit resolution, financial analysis, program reviews, school and program eligibility/recertification, and school closure information. New York/Boston School Participation Division Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont, New Jersey, New York, Puerto Rico, Virgin Islands New York - 646 -428 -3750 Boston - 617 -289 -0133 Wash DC - 202 377 -3173 Philadelphia School Participation Division District of Columbia, Delaware, Maryland, Pennsylvania, Virginia, West Virginia Philadelphia - 215 -656 -6442 Wash DC - 202 -377 -3173 Atlanta School Participation Division Alabama, Florida, Georgia, Mississippi, North Carolina, South Carolina Atlanta - 404 -974 -9303 Wash DC - 202 -377 -3173 20 Dallas School Participation Division Chicago/Denver School Participation Division Arkansas, Louisiana, New Mexico, Oklahoma, Texas Illinois, Minnesota, Ohio, Wisconsin, Indiana, Colorado, Michigan, Montana, North Dakota, South Dallas - 214 -661 -9490 Dakota, Utah, Wyoming Wash DC - 202 -377 -3173 Kansas City School Participation Division Iowa, Kansas, Kentucky, Missouri, Nebraska, Tennessee Kansas City - 816 -268 -0410 Wash DC - 202 -377 -3173 Multi-Regional and Foreign Schools Participation Division Wash DC - 202 -377 -3168 Chicago - 312 -730 -1511 Denver - 303 -844 -3677 Wash, DC - 202 -377 -3173 San Francisco/Seattle School Participation Division American Samoa, Arizona, California, Guam, Hawaii, Nevada, Palau, Marshall Islands, North Marianas, State of Micronesia, Alaska, Idaho, Oregon, Washington San Francisco - 415 -486 -5677 Seattle - 206 -615 -2594 Wash DC - 202 -377 -3173

Calendars Academic Calendar • Financial Aid Calendar • • Processing Schedule • • 21 Calendars Academic Calendar • Financial Aid Calendar • • Processing Schedule • • 21 Software Release Schedule Disbursement Schedule Reconciliation Schedule Training Schedule

Customer Service • Communicating with Students • • • Communicating with Parents • • Customer Service • Communicating with Students • • • Communicating with Parents • • FERPA Concerns Office Hours • • • Paper or Electronic Emails, Website, Social Media Extended Hours Virtual Hours Handling Complaints 22

Financial Aid Awareness New Student Orientation • Continuing Students • Financial Literacy • Default Financial Aid Awareness New Student Orientation • Continuing Students • Financial Literacy • Default Management • • • 23 Default Prevention Taskforce Default Prevention Plan

The Network of Responsibilities Managing FSA program funds is a school-wide responsibility. FSA program 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. 24

Example of Key Offices Cooperation between the financial aid office and the following offices: Example of Key Offices Cooperation between the financial aid office and the following offices: • • • 25 President/CEO’s Office Fiscal Office/Student Accounts Registrar Admissions Academic Affairs Information Technology Student Affairs Campus Security Institutional Research

Primary Responsible Offices FSA program management generally takes place in three functional areas: • Primary Responsible Offices FSA program management generally takes place in three functional areas: • Office of the Chief Executive (CEO, President, or Chancellor, etc. ) • Chief Financial Aid Officer • Chief Business Officer 26

President/CEO’s Office • Ultimate responsibility for a school’s FSA programs • Authority and responsibility 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 27

Keys to Success: 3 C’s Institutional success requires an effective communication, coordination, and collaboration Keys to Success: 3 C’s Institutional success requires an effective communication, coordination, and collaboration network on the campus between all offices involved in the delivery of Title IV funds. 28

Communication Plan • Monthly Newsletter • Quarterly Compliance Meeting • Annual Staff Retreats 29 Communication Plan • Monthly Newsletter • Quarterly Compliance Meeting • Annual Staff Retreats 29

Policy Changes and Compliance • Adding New Programs • Increasing/Decreasing Program Length • Changing Policy Changes and Compliance • Adding New Programs • Increasing/Decreasing Program Length • Changing Admission Standards • Determining Non-Attenders • Processing Administrative Withdrawals 30

Financial Aid Community • Build Relationships with Financial Aid Colleagues • • • 31 Financial Aid Community • Build Relationships with Financial Aid Colleagues • • • 31 Local, State, National Similar Type Institutions Financial Aid Systems Listservs Mentors

Summary In Conclusion: • Multiple Aspects to Title IV Administration • Managing FSA Funds Summary In Conclusion: • Multiple Aspects to Title IV Administration • Managing FSA Funds is a School-Wide Responsibility • • 32 Primary Responsibility: President/CEO, CFO, and the FAD Know Where to Go for Assistance

Helpful Resources 2017 -18 Federal Student Aid Handbook § Consumer Information: http: //ifap. ed. Helpful Resources 2017 -18 Federal Student Aid Handbook § Consumer Information: http: //ifap. ed. gov/qahome/qaassessments/consumerinformation. html § Campus Security: http: //www 2. ed. gov/admins/lead/safety/campus. html § IPEDS Reporting: https: //nces. ed. gov/ipeds/Home/Report. Your. Data § 33

QUESTIONS? 34 QUESTIONS? 34