The POLICies AND PROCEDUREs MANUAL for the financial aid office 2018 ILASFAA Annual Conference: Celebrating the superhero in all of us!

Manual Introduction

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?

Administrative organization & office management

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.

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

Financial aid programs

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

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

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.

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

disbursements Disbursement method for each program Disbursement schedule for each program Payment for prior/current year charges Credit balances Refunds

Student consumer information requirements

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

Student consumer information requirements State-related consumer information Accrediting agency consumer information Title IV Loan Counseling – Entrance and Exit Counseling

Applications and forms

Applications and forms What is your application process? Forms (APPENDIX) Deadlines Document Tracking Appeals

File review

File review Verification Database Matches, Reject Codes & C-Codes Subsequent ISIR transactions Additional review requirements

Student budgets

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?

Awarding and packaging

Awarding & Packaging How you package aid Campus-based programs Award amounts Other resources Employer assistance Award notifications Over awards & overpayments

Professional judgment

Professional judgment Individual or committee? Special circumstances considered Request process Required forms and documentation (APPENDIX) Written statement of PJ determination

Satisfactory academic progress

Satisfactory academic progress Same as or stricter than? Qualitative and Quantitative Measures Warning/probation periods Notices Appeals Regaining eligibility

Return of title IV funds

Return of Title IV Funds Overview Determining a withdrawal date Post-withdrawal disbursements Returning unearned funds LOA

Questions and discussion