1. Financial Aid Workshop September 26, 2012

2.  Prorating TEXAS Grant and TEOG Awards  Exemptions and Waiver Programs  TX College Work Study Program  Top 10 Percent Reimbursement Report  Overview of the Revised G&SP Information Website  Tracking Hours of Eligibility

4. Prorating TEXAS Grant Awards Prorating an award based on the hours remaining in the TEXAS Grant Program: If a student is within 9 hours of the total 150 or 90 semester credit hours limit and enrolled at least ½-time (6 hours), the following model should be used: Proration Schedule for Students with 9 hours or less Remaining in Program:

5. Prorating TEXAS Grant Awards Prorating an award due to a hardship: If a student has been approved for a TEXAS Grant award due to a hardship and is enrolled less than ¾-time, but at least ½-time, the institution must use the proration schedule below: Proration Schedule for an Approved Hardship:

6. Prorating TEXAS Grant Awards A student cannot receive a TEXAS Grant Award if enrolled less than ½ time (6 hours). This includes prorated awards due to: Hardships Limited hours remaining in the TEXAS Grant Program; and/or graduation

8. Prorating TEOG Awards If a student has been approved for a TEOG award due to a hardship and enrolled less than ½-time, the institution must use the proration schedule below: Prorating an award due to a hardship:

9. Prorating TEOG Awards Each institution must adopt a hardship policy and have it available for public review upon request. All hardship decisions must be documented in the student’s record and be available for submission to the Coordinating Board if requested.

10. Prorating TEOG Awards Prorating awards when a student has less than 6 hours remaining of the 75 Semester Credit Hour Limit. Proration Schedule for Students with 6 hours or less Remaining in Program:

11. Prorating TEOG Awards A TEOG award must be prorated for an eligible student who has less than 6 semester credit hours remaining in the program. This student can only receive up to 25% of the maximum TEOG award for the semester.

13. All exemption and waiver programs are authorized or mandated by the Texas Legislature.  Exemptions allow special groups of Texas residents or nonresidents to enroll and pay a reduced amount of tuition and fees.  Waivers allow special groups of nonresidents to enroll and pay a reduced nonresident tuition rate. 13

14. Mandatory exemption and waiver programs are dictated in statute for all institutions to honor. Optional exemption and waiver programs provide discretion for institutional governing boards to implement. 14 If the institution chooses to offer an Optional exemption or waiver program, it must serve all eligible students.

15. Exemptions & Waivers are targeted to specific populations that have been identified as warranting special consideration related to paying for higher education costs.  There is limited uniformity in definition, application, or structure for the programs.  The CB does not administer the programs, they are administered locally at each institution. 15

16. Currently, Texas has 39 exemption programs and 22 waiver programs. In FY 2011, more than 237,000 students received assistance through these programs, for a total of $498 million in foregone tuition and fee revenue. 16

18. Who does NOT qualify? Athletic scholarship recipients; Students enrolled in a seminary or other programs leading to a license to preach for a religious sect; or Undocumented or international students unable to legally work in the U.S. TCW S Who qualifies? A Texas resident Enrolled at least ½ time of a full course load Shows financial need Is registered with Selective Service, or is exempt

19. Without a waiver: A Nonprofit employer must provide 25% of the earnings received by the student and 100% of other employee benefits. For-profit employers must provide not less than 50% of an employed student's wages and 100% of other employee benefits. Waivers The State of Texas will honor your Federal Title III or Title V waiver which exempts your institution from the 25% matching requirement. A copy of your institution’s Title III and Title V waiver must be e-mailed to GrantInfo@thecb.state.tx.us

20. Transfers Institutions participating in TEXAS Grant, TEG, and Texas College Work- Study may transfer, in a given fiscal year, up to the lesser of 10% or $10,000 between these programs. The 10% or $10,000 maximum applies to the account from which the money is coming. If you want to transfer funds from TEG to TCWS, email the Program Specialist with your request.

21. Year-End Report: Due June 15, 2013 How much money your institution issued, and number of students awarded, along with excess funds awarded. These totals are used to reconcile the FADB report. Progress Reports: Due February 20, 2013 Indicates amounts encumbered (awarded but not yet disbursed), amount to be released, and additional funds requested. Funds that have not been disbursed or encumbered will be swept for reallocation.

23. 10/01/2012 is the reimbursement deadline date for both IY and RY awards. The following must be completed by the 10/01/12 deadline in order for the Coordinating Board to process reimbursements: All files submitted must be accepted without errors by the deadline date for awards to be valid and paid. Errors concerning “duplicate” student awards must be resolved in order for the award to be issued. If the duplicate error is not resolved prior to the deadline date, the award is invalid and the student is ineligible. All awards with “ISIR pending verification” must be updated prior to the deadline date. If verification status is not updated, then the award is invalid, and the student is ineligible. Top 10 Percent Reimbursement

24. Award amount Priority status Award type (Renewal and Bonus) The file does not identify SAP eligibility and/or hardship issued

25. If errors are found in your file, an e-mail will be generated notifying you of an impending ERROR report to be sent via SFTP. Sample Error notification From: Mailbot@thecb.state.tx.us [mailto:Mailbot@thecb.state.tx.us] Sent: Day, Month #, Year Time To: Institution Subject: REJECTED ERROR file FICE##### **** **** Top 10% Scholarship Request File Your file was received and processed. The file produced errors in 12 records. You may retrieve your report from the TexasGrants_Output folder at the SFTP site. The name of the report is #####Top10Renewal20120725094718ERROR.pdf. If you have questions, please contact the Grants and Special Programs office at TOPTEN@thecb.state.tx.us or call toll-free (800) 242-03062, option 3,3, 5 or (512) 427- 6340, Austin metro. *********************************************************************** Error Reports The ERROR report will list only the error records found in the file. Once errors are corrected, you will need to resubmit the report for processing.

26. Once your file is accepted, an e-mail will be generated notifying you of the total funds that will be processed along with the record count that was accepted for processing. Sample Accept file notification Subject: ACCEPTED file FICE##### ******** Top 10% Scholarship Reimbursement Request File Your file was accepted. The following Payment will be processed within five business days: Award Amount: $22000 Record Count: 11 You may retrieve your report from the TexasGrants_Output folder at the SFTP site. The name of the report is #####Top10Response20120726144247ACCEPTED.pdf. If you have questions, please contact the Grants and Special Programs office at TOPTEN@thecb.state.tx.us or call toll-free (800) 242-3062, option 3,3, 5 or (512) 427- 6340, Austin metro. *********************************************************************** Accepted File Duplicate student records and Verification Pending records submitted will be listed in an Accept file, but will not be processed until verification of enrollment is received and/or pending verification is cleared.

27. Payment Processed Once the payment is processed, a reimbursement report will be sent via SFTP. Sample Reimbursement Report Texas Higher Education Coordinating Board Top 10% Scholarship Program FICE(#####) Reimbursement Report AY 2012 Student ID Student NameAmount Date Paid #########Last Name, First Name$2,000.0008/01/2012 Total Awards: 4 Total Amount:$8,000 Reimbursement Report

28. If a student’s record has already been reported by another institution, all other records on your file will be accepted and processed. Once you have verified that the student is enrolled at your institution, you will then notify the Coordinating Board of the change via e-mail. Sample e-mail notification to be sent to the Coordinating Board: Subject: Fice Code(#####) Duplicate verification The following students listed below have been verified enrolled at our institution. Confirmation that a refund will be received by the paid institution has also been received. Student First name, Last Name – DOB ##/##/#### Paid institution Contact: Question: What if we are unable to confirm that a refund will be sent by the paid institution, can we still ask for our awards to be reimbursed? Answer: Yes, your email request confirming that the duplicate student is enrolled at your institution can be sent. Unfortunately, payment can not be issued until we have received confirmation that the award will be refunded. Question: What if we are unable to confirm that a refund will be sent by the paid institution, can we still ask for our awards to be reimbursed? Answer: Yes, your email request confirming that the duplicate student is enrolled at your institution can be sent. Unfortunately, payment can not be issued until we have received confirmation that the award will be refunded.

30. G&SP Information Website G&SP Information Website Address: https://www1.thecb.state.tx.us/apps/SpecialPrograms/ You can now Access the Main Menu of the website without an ID or Password

31. G&SP Information Website

32. The Cross Reference contains a comprehensive list of the questions organized by program and publication date. G&SP Information Website

33. Workshop Presentations and handouts. G&SP Information Website

34. Upcoming Webinar Trainings will be available.

36. Verification Screens are found under “Program Specific Information”

37. E-mail Grant Info for your ID and Password: Grantinfo@thecb.state.tx.us Logging In to Grants and Special Programs

38. TEXAS Grant Verification Screen

39. Tracking Hours - TEXAS Grant

40. TEOG Verification Screen

41. Tracking Hours - TEOG