1. Presenters: Chad Williams, Randolph Community College Joey Trogdon, Randolph Community College NCASFAA Spring 2008 Conference

2.  Overview of R2T4 process using Datatel  Using Datatel to produce R2T4 audit records  Highlight recent NCCCS R2T4 discussions  Sharing of ideas

3.  Official R2T4’s  How are you identifying?  Are you using the “Last Date of an Academically Related Activity” or the date the student “Began the Official Withdrawal Process”?  Unofficial R2T4’s  How are you identifying?  Are you using the “Mid-Point” method or the “Last Date of an Academically Related Activity”?

5.  Official R2T4 process at RCC  Each student must have a Financial Aid staff member and VA Certifying Official signature on their drop form  All complete withdrawals are given to the Assistant Director (AD)  The AD then emails all of the students’ professors to obtain the last date of an academically related activity

6.  Print screenshots of AIDE, ARAI, and STAC for student file  Input information on FAA Access website and print two copies R2T4 Worksheet (one for FA, one for Business Office)  Manually input information on ROFC mnemonic  Take copy of R2T4 Worksheet to Business Office so they can run FATR and FATP  Input information on personal Excel spreadsheet for record keeping (this information can also be reproduced by using ROFS and ROFD)

8.  Once all grades are entered at the end of the semester, we run a query to capture the following information and identify students that may require a R2T4:  ID  Last Name  First Name  Last Attend Date  Verified Grade  ROF with Det Date  Current Status  Current Status Date  This report is also produced at the end of the year for audit records to demonstrate all R2T4’s (official and unofficial) have been reviewed and completed if necessary

10.  Print screenshots of AIDE, ARAI, FGID, and STAC for student file  Email professors for last date of academically related activity for those who have a mixture of W’s and WF’s  Input information on FAA Access website and print two copies R2T4 Worksheet (one for FA, one for Business Office)  Manually input information on ROFC mnemonic  Take copy of R2T4 Worksheet to Business Office so they can run FATR and FATP  Input information on personal Excel spreadsheet for record keeping (this information can also be reproduced by using ROFS and ROFD)

11.  FA Link/Bookstore Tax  “Enrollment Status” on AIDE  Accurate and timely information from professors  Creating a comprehensive R2T4 audit report  Virtual Fields  Getting all drop forms for those who drop to zero  In the process of writing new query to capture all official withdrawal statuses

13. The following slides are to inform you of recent discussions that have involved Financial Aid, Business Office, and NCCCS personnel. Please be aware that none of the points have been adopted; however, a draft is being produced that will be shared in the near future to hopefully ensure consistency and compliance throughout the NCCCS.

14.  Institutions collecting/not collecting reimbursement for the institutional portion from students  Institutions must send the Dept. of Ed. any institutional portion calculated  Institutions should request reimbursement from the State Tuition Revenue Account  Institutions must attempt to collect the tuition portion of the institutional portion calculated in order to make the state whole  Collection for institutional reimbursement of the fees, books, and supplies portion (if calculated) is optional

15.  Proration of institutional portion  Should this be a Financial Aid or Business Office process?  Student notification  Who should be contacting the student?  Financial Aid should notify a student with a letter of notification when an amount is owed to the Dept. of Ed. along with the steps necessary to satisfy federal regulations  Business Office should notify a student with a letter of collection when there is a balance owed to the institution

16. You have heard from us, now let us hear from you!

17. Thank you for coming! - Chad Williams and Joey Trogdon