Financial Aid Policies and Procedures

Transcription

Financial Aid
Policies and Procedures
Point Value Ranges
Elements
1
2
3
4
5
LT 2.5
2.5 - 2.999
3.0 - 3.389
3.39 - 3.81
GT 3.81
60 – 74.999
75 – 80.999
81 – 84.999
85 – 93
GT 93
SAT (R+M)
400-840
850-940
950-1020
1030-1150
1160-1600
ACT Comp
11-17
18-19
20-21
22-25
GE 26
Class Standing*
LT .34
.34 - .5799
.58 - .7399
.74 - .8899
GE .89
1
2
3
n/a
n/a
Transfer Criteria
Rating
2009-10 Transfer ACE
GPA on 4.0 scale
GPA on 100 pt scale
Strength of Curriculum
Total Points
Rating
14.01 - 18
1
T1
$17,500
College GPA >=3.8
1
T1T $11,000
12.01 - 14
2
T2
$14,500
College GPA 3.5 – 3.799
2
T2T $ 9,000
3
T3
$10,500
3
T3T $ 7,000
9.51 - 12
2009-10 Freshman ACE
unless GPA<3.0
7.01 - 9.5
4
If GPA >=3.0, then T3
4 (for BG09)
na
0-7
5
If GPA >=3.0, then T3
College GPA <2.5
5 (for BG09)
na
Calculate General Grant (BG09) according to the following chart:
Gift Aid Goal
(Rating=1)
(Rating=2)
(Rating=3)
(Rating=4)
(Rating=5)
2
% Need to Meet w/Gift Aid
>=32,500
80
70
60
30
30
$ Total Gift Aid Cap
22,000
20,000
18,000
na
na
**************No minor cap***************
2
>27k,<=32,500
80
75
60
40
40
22,000
20,000
18,000
9,750
9,750
2
>20k, <=27k
90
80
70
50
50
21,600
20,000
16,200
10,000
10,000
2
>10k, <=20k
90
90
80
60
60
18,000
16,000
14,000
9,750
9,750
2
>0, <=10k
100
100
90
70
70
10,000
10,000
9,000
6,000
6,000
1
2
Need refers to SA.B55.FED.NEED
Gift Aid includes BC grants/scholarships, TAG, PELL, ACG, SEOG, and CSAP
Need
1
ALTERNATIVE LOAN CERTIFICATION PROCESS
1. Access list of pending certifications from websites:
•
Campus Door - https://ccc.campusdoor.com
•
CitiAssist - https://faa.educationalloancenter.com
•
Signature - https://login.salliemae.com
•
Wachovia - https://online.educaid.com
•
SunTrust – (Jennifer will use AES portal – not yet fully functioning)
2. Enter loan code/amount on AIDE with “F” action status
•
Campus Door – CAMP, CAM2, CAM3
•
CitiAssist – CITI, CIT2, CIT3, CIT4
•
Signature – SIGN, SIG2
•
Wachovia – WACL
•
SunTrust – SUNL
3. Make sure total aid is within COA. If loan amount requested exceeds COA, additional items may be
added to COA in Datatel’s SBC screen (Student Budget Components) accessed through AIDE, detail
at bottom on NASU, detail on Budg Comp at bottom right hand corner, scroll down on right to add fees.
Common additions follow-•
•
Stafford Loan fees-- calculate 1.5% for 2008-09 (component code LOAN)
PLUS Loan fees – calculate 3% for 2008-09 (component code PLUS)
•
Class Fees – Datatel’s STAC screen lists classes student is pre- or registered to take. The
following are the most common class fees:
 art studio courses - component code LAB
 science labs indicated by “L” after course number; for example BIOL 314L $45) component code LAB
 psych labs - component code LAB
 horseback riding class (ES185) only if taken for credit - component code HORSE
 bowling (ES120),
 international foods (FCS250) - component code LAB
 private voice/instrument lessons - component code MUSIC
 interterm trip – fees still unknown for 2008-09 – component code TRIP
Business Office provides list of class fee amounts in billing packet and on website at
http://www.bridgewater.edu/StudentServices/SupportServices/BusinessOffice/Fees2008-2009
•
Dorm Fees - Datatel’s RSUM screen shows dorm room assignment
 Wakeman/Geisert Hall - $175/yr – component code W/G
 Blue Ridge/Daleville Hall Suite Fee - $110/yr – component code SUITE
 Apartment in Towers - $740/yr – component code APT
 Private Room - $1100/yr – component code PRIVATE
•
Other Fees
 Computer – need product documentation with price (max $1500) – component code COMP
 Graduation fee - $70 – component code GRAD
 Summer Sessions cost of attendance may be added if student was enrolled for at least 6 credits
in SS1/SS2. Simply increase regular budget components (tuition, room/board, books, travel,
etc.) per COA guidelines.
4. Print certification worksheets:
•
Go to XSSN in Datatel to enter SSNs and save list (example: FA.CAMP).
•
Go to XSLC in Datatel to print worksheets from savedlist.
•

Enter Report Type = 2 (PLUS Worksheet) - as the calculation is the same

Enter 4-digit Academic Year = 2008

Enter Term = 2008/FA (The term that begins the loan period)

Enter Name of Person Savedlist or End = FA.CAMP
Go to XSLC again and print bogus worksheet to shove job into print – Don’t Ask!
•
Enter Report Type = 2 (PLUS Worksheet) - as the calculation is the same
•
Enter 4-digit Academic Year = 2008
•
Enter Term = 2008/FA (The term that begins the loan period)
•
Enter Name of Person Savedlist or End = FA.SHOVE
5. Return to websites as in Step 1 above to complete online certifications.
•
•
•
Review Edit Messages on worksheet before certifying.
Use info from worksheet to complete class level, graduation date, and other items requested
from lender.
Pay particular attention to loans printed at bottom of certification worksheet. If student is moving
up in class level midyear and Stafford amounts are lopsided, request alternative loan
disbursements to even up aid.
6. Print copy from website for student’s file.
7. Go to Datatel’s AIDE screen to change loan action status to “C.”
8. File copy with the loan certification worksheet attached in student’s folder.
AWARD NOTICE MERGING
AWD2009 (in Datatel)
(The above print screen shows how you create the savedlist to use with merging award notices.
This is done in Query Builder.)
In Datatel, under Quick Access, type XSPD (click GO)
Enter YEAR for packages:
2009 (e)
Enter AWARDED date or END:
12/16/08 (e)
Enter RESPOND date or END:
12/30/08 (e)
(Respond date is usually two weeks from Awarded date.)
Under Quick Access, type GTA
Code: AWD2009 (e) (e) (e)
Saved List Name: FA.JEN.FR.AWD (e) (whatever you named it)
Click UPDATE
Click SaveAll icon (until graph appears)
Under Quick Access, type PCB
Batch Process Lookup: AWARD
Click OK
Click Add
Select Start Date: 121608 (today’s date)
Procedure Name: AWD2009
Action: C – count
Click SaveAll icon
Click OK and Click OK again (make sure number is correct)
Action: P - process
Click SaveAll icon
Process Option screen appears, Default Suite Year: 2009
Quick Access: PCB
Batch Name: AWARD
Click OK
(Make sure screen shows correct number for Process
Minimize Screen (this procedure is a doublecheck)
From computer desktop, double click icon: FileZilla
Click File
Click Site Manager
Double Click Neptune
Password: jonas4me (lowercase), click OK
Under the Local Site window, type in i:\finaid\Awd2009\
Under Filename for the Local Site (left window), find awd2009
1) Highlight the file awd2009
2) Right Click and Delete the file
Under the Remote Site window, type in /datatel/coll18/live/apphome/_HOLD_/
Under Filename for the Remote Site (right window), find AWD2009_ JPUFFENB (user name)
1) Highlight the file AWD2009_JPUFFENB
2) Click and drag the file from the Filename under Remote Site (right window) to Filename under
Local Site (left window)
Under Filename for the Local Site (left window), find AWD2009_JPUFFENB
1) Highlight the file
2) Right Click and Rename the file awd2009
Click File
Click Exit
From computer desktop, double click icon: WORD
Open the file - I:\finaid\Awd2009\Award Letter 2009
**Click the Mail Merge Open Header Source icon (Green Circle)
**Look for I:\finaid\Awd2009\Award Header
**Under Field Delimiter, choose the comma (,)
**Click OK
**Click the Use Existing List icon
**Change Files of Type to All Files
**Look for I:\finaid\Awd2009\awd2009
**Click in the Show All box
**Highlight All Word Documents
**Click OK
**Under the Mailings Tab, Click on Finish & Merge
**Click on Edit Individual Documents
**Select All
**Click OK
**The message appears: Record # was an empty record, click OK
(Make sure the correct number merges.)
**Repeat above steps for envelopes
Open the file - I:\finaid\Awd2009\Award Letter 2009-Envelopes Off Campus
To print 2 pages on 1 sheet (awards on one side and checklist on the other side):
Click on Microsoft Office button
Click on Print
Click on Properties
Under Document Style, select 2-Sided (Book Style)
Click OK and click OK again
Notes:
Find and replace: Find “Virginia TAG” and Replace with “Virginia TAG (estimate)”
Make sure everything looks okay:
-Commuters don’t have R/B
-Charges amounts are correct
-TAG checklist statement shows up
-COB checklist statement is correct (defaults to pending award until conf form recd)
Save document in I:\finaid\Awd2009\Award Notices\awd.121608 (date letters printed)
If the student is receiving a COB scholarship, send COB Confirmation Form (I:\finaid\Awd2009\COB
Confirmation Form – enter name and id in appropriate field and print on office letterhead). Mail with award
notice and enclose a return envelope (I:\finaid\Awd2009\Return Envelope).
FINISH UP
Click OK
Action: H – histroy
Click OK
Action: X – delete
Click OK to delete alert
Click Update
To post Award Notices in IHS for savedlists:
Under Quick Access, type XUFO
Enter Name of People Savedlist: FA.JEN.FR.AWD (e) (whatever you named it)
Enter 4-digit Academic year: 2009 (e)
Enter Name of Form to put in Forms Out: FA-AWD
Enter Date Form sent to put in Forms Out: 12/16/08
If form already exists, do you want duplicates: YES
DLP Processing Procedures
Run DOEI in Colleague. Print the report.
On printout, match PLUS Award to PLUS MPN. If no match, it may be Declined or no MPN.
Go to COD online www.cod.ed.gov
In COD, click PERSON (top, left corner), click PLUS App Search, Under Student (Parent PLUS):
enter student SSN, last name, and first name. Click SEARCH. (Do this for each PLUS Award.)
5) On each printout, highlight the credit decision, amount, and student name (From Step 2, if the
loan wasn’t denied and there isn’t a MPN, write “PLUS MPN” on the printout)
6) For Denials, go to AIDE and add the appropriate amount to DUL. Detail to DLAN and enter
“Yes” for additional Unsub. Add PLUS with 0 amount and D status to AIDE.
7) Give revision to Tina.
8) For Approvals, go to PREL. Make sure the borrower is the parent. Write the parent ID on the
printout. If parent is not on PREL, see if parent is on FAFSA. Add parent to Colleague.
9) Go to NAE, enter parent ID. Add SSN and Date of Birth. Also check name, address, etc. Keep a
list of only the parents you had to add SSN and DoB for the next step.
10) Go to CIDL, select N for Non-student and N for Included Previously Ignored. For COD.PERSON
Lookup, enter “…” and select appropriate parent borrower from the list in Step 9 and enter
parent ID from printout. (This links Colleague ID with MPN ID.) You do not do this step if the
parent did not complete a MPN or if the SSN and DoB did not need to be added.)
11) If MPN was completed, go to AIDE, enter DPL with the amount and A action status. Detail to
DLAN and enter parent ID under PLUS Borrower Information. MPN field will populate if it links
correctly. File the printout in the “Approved” pile on my desk.
12) If a MPN wasn’t completed, go to AIDE, enter DPL with the amount and P action status. Do not
enter the parent ID because it will not link. Put a note in comments that PLUS MPN needs to be
completed. Send the parent an email. File the printout in the “No MPNs” pile.
13) When a MPN is received later after a credit approval, go back to AIDE, on DPL change action
status from P to A and add parent ID in DLAN. Put a note in comments that the PLUS MPN was
received. Move printout from “No MPNs” pile and file in “Approved” pile.
1)
2)
3)
4)
NOTE:
PLUS Loan maximum amount is COA – Awarded/.975
PLUS Loan fees are 2.5% when adding to the budget for parents borrowing the MAX amount.
ELM RESOURCES
ELM Automatic Mailbox
Installation Guide
ELM RESOURCES TECHNOLOGY
ELM Automatic Mailbox Version 3.5.3
ELM Resources
505 14th Street, Oakland CA 94612
Phone 866.524.8198 • www.elmresources.com
All rights reserved. Unauthorized use of this material
without the express written consent of ELM Resources is prohibited.
Table of Contents
Introduction
System Requirements
Installing EAM
Setting Up EAM
Operating EAM
Technical Support for EAM
Using the Log File
Secure File Transfer Protocol (SFTP)
Numbers to Call For Assistance
2
3
4
8
13
14
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ELM AUTOMATIC MAILBOX
VERSION 3.5.3
1
Section
ELM Automatic Mailbox
Introduction
T
HE ELM Automatic Mailbox (EAM) is a 32-bit Windows NT/2000/XP
compatible program that you can use to transfer files via Secure File
Transfer Protocol (SFTP) to/from your organization and the ELM Service
Bureau.
With EAM, users have a single point of contact utility for sending and receiving
batch loan files, response files, reports, and disbursement rosters (regardless of
the number of different lenders, guarantors and/or servicers used).
EAM is a stand alone PC program. Once you have set up the communications
parameters, EAM connects to the ELM Service Bureau. File encryption is built into EAM
and protects your privacy while you exchange files.
How to Use This Manual
The icon key below shows some of the icons you may find in this manual.
I C O N
K E Y
Note
Tip
Note: This symbol indicates an important note to
remember or a caution.
Tip: This symbol indicates a secret or a shortcut.
Warning
2
VERSION 3.5.3
2
Section
System Requirements
T
he ELM Automatic Mailbox program is a 32-bit PC program. Therefore you will
need to install it on a PC running Windows NT, Windows 2000, Windows 2003
or Windows XP.
Note: The PC running the EAM will need to have a connection to the Internet with File
Transfer Protocol (FTP) capabilities. Refer to Section 6 for more information about FTP.
ELM Resources, Inc.
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Section
VERSION 3.5.3
Installing the ELM Automatic
Mailbox
In this section we will look at how to install the ELM
Automatic Mailbox.
Step 1.
After you have completed the
ELM Automatic Mailbox (EAM)
request form on the ELM
Resources website, ELM will email the link to these instructions
and the EAM software. The file
will begin installing when you
click Download EAM Now. (see
Figure 1)
Figure 1
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VERSION 3.5.3
Step 2.
When the File Download dialogue box opens, click Open. (see Figure 2)
Figure 2
Step 3.
Read and follow the instructions on the installation wizard. This will explain and walk
you through the installation process. (see Figures 3 and 4)
Figure 4
Figure 3
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VERSION 3.5.3
Step 4.
The default directory for EAM is c:\Program Files\ELM\ELM Automatic Mailbox.
(see Figure 5)
Figure 5
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VERSION 3.5.3
Step 5.
Be sure to uncheck the box that says Launch the program prior to clicking on the
Finish button. (see Figure 6)
Figure 6
Figure 7
The installation process creates two icons on the Desktop. (see Figure 7) The ELM Auto
Mailbox Setup icon allows you to enter parameter information needed to configure
the EAM application. This is described in detail in the next section.
Once you have provided the configuration parameters for EAM, you can use the
ELM Auto Mailbox icon to run the application on a normal production basis.
Tip: Remember, every time you change your ELMNet password you must
go to the ELM Auto Mailbox Setup Icon to change your EAM password.
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Section
VERSION 3.5.3
Setting up ELM Automatic
Mailbox
To configure EAM use the following steps:
ELM Auto Mailbox Setup
Double click the ELM Auto Mailbox
Setup icon. The program displays a
configuration window showing several
parameters. This window captures
parameter information necessary to
connect to the ELM Service Bureau and
tells the EAM program the location of
files to be sent and received. (see
Figure 8)
Figure 8
ELM Automatic Mailbox Configuration Parameters
You will need to specify the local directories where files can be Input and
Output from the ELM company server. The following describes the
configuration parameters for the ELM Automatic Mailbox.
Your Input Directory
Enter the path for the local directory where the EAM program should place the
files it receives from the ELM Service Bureau. (example: C:\Program
Files\EAM\Inbox)
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VERSION 3.5.3
Files to Receive
Enter the type of files the EAM program will look for on the ELM Service Bureau
Mailbox server to transfer to your local system. You can enter multiple file
types by separating them with a semi-colon. Files, reports, rosters, etc. can all
be selected in this field. (example: *.r* will identify all reports, *.sup will
identify all response files)
Tip: Keep in mind that * can be used as a wildcard. For example,
*.r* will identify all reports.
Your Output Directory
Enter the path for the directory where the EAM program will look for files
to send to the ELM Service Bureau.
Note: This directory must also contain a subdirectory called SENT. If you
do not have one created it will automatically be created after you
execute the program.
This directory may be on your local PC, a network drive, or a mapped drive. A
mapped drive allows you to treat a directory on a file server as if it were a
local drive to your PC. You may be able to map the directory on your server
where the job output goes to your local PC. Doing so will allow the EAM to
directly access your electronic loan application files generated by your
software without having to move the file from the server to your PC.
1
Warning: EAM will send ALL files in the specified Output directory. If
there are existing files in this directory that you do not want sent you must move
them prior to using this program.
Files to Send
This indicates the type of files the EAM program will look for on the local
system as candidates to transfer to the ELM Service Bureau Mailbox server.
You can enter multiple file types by separating them with a semicolon.
(example: *.sis will send all application send files, *.clc will send all change
send files, *.sis;*.clc will send all application send files and change send files)
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Note: EAM will not check for previously sent files, date stamps, or
validate data. It will send every file type specified. Be sure that the
first time you use the EAM that you specify only those files which you
wish to exchange.
ELM User ID
This is the user’s ELM specific user identifier. You must get this from the ELM
Service Bureau. This is the same user ID that you use to logon to ELMNet.
Note: The ELM server user ID is case sensitive.
Password
This is the user’s ELM specific user password. You must get this from the ELM
Help Desk. This is the same password that you use to logon to ELMNet.
Note: The password is case sensitive.
Tip: Your ELMNet password expires every 90 days. Whenever you
change your ELMNet password online you must also change your
password in the EAM Auto Mailbox Setup to match.
Entity Path
This is the name of your organization’s mailbox on the ELM Mailbox server.
EAM will check this directory to verify your user access. This directory was
assigned to your school when you originally went through the
implementation process with ELM.
If you do not know your mail directory name, please contact your Priority
Services Specialist (PSS). If you do not know your PSS’s contact number, you
can find it on the ELM Resources website:
http://www.elmresources.com/s-about-staff.php
If you are unable to reach your PSS, please call the ELM Resources main office
at 866.524.8198 and press three for the Priority Services group.
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Save your Configuration Parameters
After you have entered your
configuration parameters, press one
of the following buttons: Save & Run,
Save & Exit, Send Test File, or
Cancel & Exit.
The application
information and
run the EAM
further changes
double click on
again.
will save your setup
use it each time you
program. To make
to the setup simply
the Setup icon once
Figure 9
Save & Run
When you click the Save & Run button, a smaller screen will be displayed
showing the EAM program working. The screen will show the number of files
being sent and received from the ELM Service Bureau.
Save & Exit
When you click the Save & Exit button, EAM saves your setup information and closes.
Send Test File
When you click the Send Test File button the Send & Receive Test File dialogue box
will appear on screen. (see Figure 10)
Figure 10
If you click on the Send & Receive Test File button, two test files will be
generated. One will be sent to your ELM Mailbox at the ELM Service Bureau,
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and the other will be sent to your Input directory on your local machine (which
you designated on the parameters screen).
Note: EAM sends two text files containing the word “test” to your active
mailbox. However, ELMNet does not process text files so this will not
cause file errors.
Cancel & Exit
When you click the Cancel & Exit button, EAM clears your setup information and
closes.
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5
Section
Operating the ELM
Automatic Mailbox
B
efore running EAM, you must have an active Internet connection. You
can run the application by double clicking one of the icons created at
installation. You can also create an automatically scheduled task
through a Windows scheduling program.
When the program is launched, it automatically establishes a Secure File
Transfer Protocol (SFTP) connection over the Internet to the ELM Service
Bureau. While you are connected your user ID and password are
authenticated.
The program then searches Your Output Directory for files that meet your
File to Send conditions. If it finds one or more files, it sends the file(s) to the
ELM Service Bureau via SFTP. For more information on SFTP and encryption
please see Section 6.
During the SFTP session, EAM checks with the ELM Service Bureau to see if
there are any response files, reports, or any other type of file which you
have identified that need to be sent to you. These files are placed in the
directory on your PC identified by the Your Input Directory parameter.
EAM displays a status window on your screen showing the status of these
transmissions and gives a count of files sent and received.
After sending, EAM then moves the file to the subdirectory called SENT.
Moving the file prevents previously sent files from accidentally being sent
again.
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6
Section
Technical Support for EAM
Using the Log File
The log file is a text file that logs each session. (see Figure 11) It will be
appended each time the EAM application is run. You can view the log file
in two ways.
The log file can be found in the folder where you originally downloaded
the EAM. The file name is ELMXFER.LOG (C\Program Files\ELM\ELM
Automatic Mailbox\ELMXFER.LOG).
Or you can view the Log file from the from the Setup screen, by selecting
the View Log button.
Figure 11
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Tip: Each line starts with the date and time the message was created
followed by the message itself. Each set of messages is surrounded
by the Start and End lines and is associated with a particular
session. This allows you to easily identify each SFTP session and
review the activity.
Because the log appends new information each time EAM runs, the file can
get very long. You can clear the log file by selecting the Clear Log button.
Or you can delete data from the text file by highlighting and clicking
Delete.
The log file is your receipt of all files sent to and received from the ELM Service
Bureau. Because you can easily identify each session and review the activity,
the log can also be used for troubleshooting if you should experience an issue.
If you need further assistance please contact your PSS. Your PSS may ask you
to send your log file for review.
If you need to send your log file to
ELM for review, the easiest way is to
send it as an attachment or
copy/paste the text into an e-mail.
You can also send the log file by
clicking the Send Log button on the
parameters screen. Your log file will
be sent as a text file to your ELM
mailbox. You will need to alert your
PSS, so that he/she can retrieve the
file and review it. (see Figure 12)
Figure 12
Note: Alert your PSS so that he/she can retrieve the file and review it.
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VERSION 3.5.3
Secure File Transfer Protocol (SFTP)
Secure File Transfer Protocol (SFTP) encrypts the entire file transfer in a single
secure channel. By contrast, using a standard FTP client over a Secure Shell (SSH)
port encrypts only the control channel. Standard FTP uses separate network
Transmission Control Protocol (TCP) connections for control and data. Although
control traffic may be forwarded over Secure Shell (SSH1), file content must be
transferred outside SSH over an unprotected data connection where it is
vulnerable.
SFTP is a robust method of secure file transfer. SFTP leverages Secure Shell for
authenticated and encrypted file transfer. SFTP does not use port forwarding, but
instead operates as a subsystem integrated with SSH2. The SFTP protocol consists
of remote file system commands like open and read; these commands are
tunneled directly through the existing Secure Shell session. SFTP is not constrained
by the multi-connection architecture of SSH1, but rather encrypts every bit of
data including usernames, passwords, and file data exchanged between an SFTP
client and server.
Files are automatically encrypted/decrypted using SSH login. The entire session,
including the transmission of the password, is encrypted. The encrypted session is
moderated by an SFTP server, and the clients are capable of transmitting,
receiving, and processing the encryption/decryption algorithm utilizing SSH over
Port 22.
Because SFTP uses Port 22, you will need to check with your IT staff to ensure that
Port 22 is not blocked at your organization. If you receive the error "could not
open the connection to the host on port 22: connection failed," there is a good
possibility that port 22 is blocked.
Numbers to Call for Assistance
If you need assistance, please contact your Priority Services Specialist (PSS). If you
are unsure who or where to call, your PSS’s contact information can be found on our
staff listing page on the ELM website at www.elmresources.com/s-about-staff.php
You may also call the ELM main office at 866.524.8198 and press three for the
Priority Services group.
ELM Resources, Inc.
Version 1.1 5/2005
16
Jennifer’s and Tina’s computers have the software.
BC Net Log In: User ID – jpuffenb
Password – luv4Tori
From the desktop, double click on Datatel
Log In: User ID – jpuffenb
Password – luv4tori
Go to the CODE screen.
Academic Year: 2010
Direct Lending: Yes
Using EdConnect on the PC: Yes
Savedlist Name:________________
Report Options: 1 Sent records only
Additional Selection Criteria: No
Click SAVE ALL
Change Output Device to H (Hold/Browse Output File)
Click SAVE ALL
ONE MORE TIME:
Click SAVE ALL
Click UPDATE
Shows blue processing bar.
This is the processing report from running CODE.
Print the report.
Click EXIT (“red box with white X” icon)
Next is the Batch Error Report.
Print the report.
Since you already printed the Batch Error Report, just click CANCEL ALL
From the icons at the bottom of desktop, double click on FileZilla
Click on File and then Site Manager
Under My FTP Sites, select COD
Click Connect
In the Local Site window, you will see C:\iam\data
In the Remote Site window, you are taken to the COD.SEND.DIR
(This is where the file was created when we used the CODE screen.)
In the right window, Highlight the file CODE_JPUFFENB_51513…
Click and drag the file to the left window under Filename
(Make sure you don’t drag it into one of the folders within the DATA folder.)
The file name (under Local Site) need to be renamed so that EDconnect can recognize the file
for exporting.
1)
2)
3)
4)
5)
Scroll down and find the file CODE_JPUFFENB_51513…
Highlight the file name
Right click mouse
Click on Rename
Type COMRECIN.# (You will use the next highest number.)
(Ex: If COMRECIN.001 already exists, then name it COMRECIN.002)
6) Press Enter
When the file has been renamed, it will look like the print screen above.
Click X (upper right hand corner) to exit FileZilla
From the icons at the bottom of desktop, double click on EDconnect
Click OK
Login box will pop up
User ID – jpuffenb
Password – tori2luv
(User ID and Password are case sensitive!)
Click OK
It will open to the EDconnect – [Transmission Queue]
In the window under Transmit, click in the box twice to get the check mark
Under each heading, use the drop down box to select what is shown (above screen):
Activity: Send
Project: COD
Cycle:
Description: EXPORT COMMON RECORD
Message Class: COMRECIN
Scroll over to File Name (to the right of Message Class) and see next print screen.
Under File Name, click in field to get arrow on the right (as shown above)
Data File Box Pops Up
Move cursor over file names with “COMRECIN” until you see the one with today’s date.
(In this case, under Modified Date: 8/20/2010)
Click on the appropriate “COMRECIN” with correct date.
Click OPEN
You will now see the file you selected under the File Name box.
You will also see the File Size is now 84,746 instead of 0.
Click the SAVE icon
Click Transmission and select Now
You will notice that 2 files were Sent and the Transmission was successful.
Click X (upper right hand corner) to exit EdConnect
OR
If you want to check the Activity Log, click the highlighted icon above.
You will see at the bottom the two files that were sent. You would look here if there were any
errors with the transmission.
Click X (upper right hand corner) to exit EdConnect
YOU ARE DONE WITH EXPORTING! 
When COD originates the records and sends the files to the SAIG mailbox, they will import the next time
you run DOEI from Datatel.
BC Net Log In: User ID –
Password –
Log In: User ID –
Password –
Betsy will give you a list of students who need corrections.
Go to the IVER screen.
Lookup each student to make sure Ready to Send shows Y
Go to the CAPX screen.
Academic Year: 2009
File Name to Create: (it automatically creates a name)
School Code: 003704
Using EdConnect on the PC: Yes
Enter student IDs using the list Betsy gave you.
Limit to Ready to Send: Yes
Click SAVE
Click SAVE icon
ONE MORE TIME:
Click SAVE icon
Click SAVE icon
Shows blue processing bar.
This is the processing report from running CAPX.
View to make sure all students were created in the file.
Print the report and save it until the ISIR corrections are returned from the federal processor.
If report shows an error was created, the above screen will appear (after clicking SAVE…I think).
Click on the “blue square” where the error appears.
Click SAVE
The Error Message will show the problem.
Betsy can go back and fix the appropriate field.
You will need to run CAPX again to get the student added to the filename.
Then continue on to FileZilla and select the most current filename to include all corrections.
(Since the date may be the same, you will need to look at the time stamp to select the file.)
From the desktop, double click on FileZilla
Under My FTP Sites, select DOEI
Click Connect
When Enter your password box appears, enter the password (case sensitive)
Click OK
In the Local Site window, you may need to type in c:\iam\DATA
In the Remote Site window, you will need to replace RECEIVE with SEND
(This is where the file was created when we used the CAPX screen.)
In the right window, Highlight the file CAPX_JPUFFENB_5615…
Click and drag the file to left window under Filename
The file name (under Local Site) need to be renamed so that EDconnect can recognize the file
for exporting.
1)
2)
3)
4)
5)
Scroll down and find the file CAPX_JPUFFENB_5615…
Highlight the file name
Right click mouse
Click on Rename
Type corr10in.# (You will use the next highest number.)
(Ex: If corr10in.001 already exists, then name it corr10in.002)
6) Press Enter
When the file has been renamed, it will look like the print screen above.
Click x (upper right hand corner) to exit FileZilla
From the desktop, double click on EDconnect7
Click OK
User ID –
Password –
Click OK
Open File – Security Warning box will pop up (as shown above)
Click RUN
Activity: Send
Project: CPS
Cycle: 09-10 Data
Description: 09-10 CORRECTIONS
Message Class: CORR10IN
Scroll over to File Name (to the right of Message Class) and see next print screen.
Under File Name, click in field to get arrow on the right (as shown above)
Data File Box Pops Up
Move cursor over file names with “corr10in” until you see the one with today’s date.
(In this case, under Modified Date: 2/27/2009)
Click on the appropriate “corr10in” with correct date
Click Open
You will now see the file you selected under the File Name box.
You will also see the File Size is now 631 instead of 0.
Click the SAVE icon
You will notice that 1 file was Sent and the Transmission was successful.
Exit EDconnect
When the correction has been processed by the feds and sent to the school, the file name will
begin with IGCO10… (It may take two days to get it back.)
After importing the ISIR with the other files, go to NASU and change the B to an F on the
verification transaction. Also make sure that the corrected EFC we submitted matches the EFC
from the federal processor. If it doesn’t than there is a problem.
Log In: User ID –
Password –
Betsy will give you a list of students who need corrections.
Go to the IVER screen.
Lookup each student to make sure Ready to Send shows Y
1
Go to the CAPX screen.
Academic Year: 2010
File Name to Create: (it automatically creates a name)
School Code: 003704
Using EdConnect on the PC: No
Limit to Ready to Send: Yes
Click SAVE ALL
2
Click SAVE ALL
3
ONE MORE TIME:
Click SAVE ALL
4
Click SAVE ALL
5
Blue processing bar appears.
6
This is the processing report from running CAPX.
View to make sure all students were created in the file.
Print the report and save it until the ISIR corrections are returned from the federal processor.
7
8
If report shows an error was created, the above screen will appear (after clicking SAVE…I think).
Detail (highlighted above) where the error appears.
Click SAVE ALL
9
The Error Message will show the problem.
Just leave it until I get back. I can fix any problems and send it later. (This particular student
will show up every time because of her asset info.)
Click CANCEL ALL
10
Go to SFTS
Start the Communications Process: Y
Click SAVE ALL until the blue processing bar appears
(This is what we use in Datatel to send the file to SAIG mailbox for processing.)
11
Blue processing bar indicated Sending Files to SAIG.
12
Go to VDLF (This is the only way to confirm the file was sent successfully.)
Detail on the file name according the date and time sent.
13
Click Y
14
If you scroll down, you see eventually see information that shows “File sent successfully” or
“Transfer SAIGPORTAL-datatel completed successfully”
If there was a problem sending it, I will deal with it when I return.
Click CANCEL ALL
15
When the correction comes back processed from the federal government:
When the correction has been processed by the feds and sent to the school, the message class
will be IGCO11OP (It may take two days to get it back.)
After importing the ISIR with the other files, go to NASU and change the B to an F on the
verification transaction. Also make sure that the corrected EFC we submitted matches the EFC
from the federal processor. If it doesn’t than there is a problem.
16
FAFSA PACKAGING STEPS
Step 1 – QUERY
GET.LIST ADM.AD.TR.2009
SELECT SA.2009
WITH SA.B55.ENTRY.STS EQ "FR" AND WITH SA.B55.PKG.DATE EQ ""
AND WITH SA.EDE.TAPE.DATE AND WITH SA.B55.REJECT.IND EQ ""
AND WITH SA.B55.CFLAG EQ "" AND WITH SA.B55.RATING NE ""
AND WITH SA.B55.FED.EFC GE "5000" AND WITH @ID NE 4182571
AND WITH @ID NE 4194777
(Bowersox and Kawalek)
SAVE.LIST FA.RATING.000000
Import to savedlist to Excel
List SA.B55.NAME SA.B55.SS.GPA SA.B55.ACER8.AWARD SA.B55.RATING BY SA.B55.NAME
Save on I:\finaid\Packaging 2009-10\Ratings\FA.RATING.000000
Step 2 - RECALCULATE RATINGS
Run XCFR for savedlist FA.RATING.000000 saving report on I:\finaid\Packaging 2009-10\Ratings.
Step 3 - ADJUST ACE AWARDS AS NEEDED
Import savedlist to Excel
List SA.B55.NAME SA.B55.SS.GPA SA.B55.RATING
Paste columns in previous spreadsheet (FA.RATING.000000). Use filters to identify changes in rating.
Highlight differences and change AIDE as necessary. Note increased in ACE on FMF screen (like T2toT1).
Do not reduce ACE awards for those whose rating decreases.
Step 4 – PACKAGE
In Query Builder, save savedlist with new name FA.FR.PKG.000000. On PKCR screen, run savedlist in 2009
year update mode, saving student packaging report to I:\finaid\Packaging 2009-10\Fresh Transfer Packaging.
Add savedlist to end of document name.
Step 5 – QUALITY CONTROL
In Informer, run savedlist in Pkg Control Check (under Finaid/BetsyTest/Awarding/Packaging).
Check for the following items—
• Make sure all students with GPA GE 3.0 have ACE award regardless of rating.
• Students with multiple ACE awards – You’ll see blank name field on spreadsheet.
• Students with SA.B55.DEPEND EQ “I” – Make sure they are truly independent. Does FFELP
subroutine automatically package additional UNSB1 eligibility?
• Commuters-- Reduce PERK when total aid less CWSP exceeds tuition.
• Remember, students with EFC < 12000 but no CWSP awarded may not have indicated interest in work
on FAFSA. (SI09 screen – Aid Interests)
• Less than max Sub Stafford amount --Reduce/eliminate CWSP and/or PERK if awarded.
• Total institutional aid cannot exceed tuition.
• Total aid cannot exceed cost of attendance.
Delete any unresolved problem students from savedlist. Give savedlist to Jennifer/Tina for printing/mailing of
packages.
PACK2009 (in Datatel)
In Datatel, under Quick Access, type XSPD (click GO)
Enter YEAR for packages:
2009 (e)
Enter AWARDED date or END:
02/24/09 (e)
Enter RESPOND date or END:
03/10/09 (e)
(Respond date is usually two weeks from Awarded date.)
Under Quick Access, type GTA
Code: PACK2009 (e) (e) (e)
Saved List Name: (whatever Scott or Cindy tells you)
Click UPDATE
Click OK
Click Add
Select Start Date: 022409 (today’s date)
Procedure Name: PACK2009
Action: C – count
Click SaveAll icon
Click OK and Click OK again (make sure number is correct)
Action: P - process
Click SaveAll icon
Process Option screen appears, Default Suite Year: 2009
Quick Access: PCB
Batch Name: PACK
Click OK
(Make sure screen shows correct number for Process
Minimize Screen (this procedure is a doublecheck)
From computer desktop, double click icon: FileZilla
Click File
Click Site Manager
Double Click Neptune
Password: jonas4me (lowercase), click OK
Under the Local Site window, type in i:\finaid\Awd2009\
Under Filename for the Local Site (left window), find pack2009
1) Highlight the file pack2009
2) Right Click and Delete the file
Under the Remote Site window, type in /datatel/coll18/live/apphome/_HOLD_/
Under Filename for the Remote Site (right window), find PACK2009_ JPUFFENB (user name)
1) Highlight the file PACK2009_JPUFFENB
2) Click and drag the file from the Filename under Remote Site (right window) to Filename under
Local Site (left window)
1
Under Filename for the Local Site (left window), find PACK2009_JPUFFENB
1) Highlight the file
2) Right Click and Rename the file pack2009
Click File
Click Exit
From computer desktop, double click icon: WORD
Open the file - I:\finaid\Awd2009\Award Package 2009-new
**Click the Mail Merge Open Header Source icon (Green Circle)
**Look for I:\finaid\Awd2009\Award Header
**Under Field Delimiter, choose the comma (,)
**Click OK
**Click the Use Existing List icon
**Change Files of Type to All Files
**Look for I:\finaid\Awd2009\pack2009
**Click in the Show All box
**Highlight All Word Documents
**Click OK
**Under the Mailings Tab, Click on Finish & Merge
**Click on Edit Individual Documents
**Select All
**Click OK
**The message appears: Record # was an empty record, click OK
(Make sure the correct number merges.)
**Repeat above steps for labels (to put on 9x12 white envelopes with logo)
Open the file - I:\finaid\Awd2009\Award Package 2009 Mailing Labels Off Campus
Go to Page 4 before printing the financial aid packages!!!
FINISH UP
Batch Process Lookup: PACK
Click OK
Action: H – history
Batch Process Lookup: PACK
Click OK
Action: X – delete
Click OK to delete alert
Click Update
2
To post Financial Aid Packages in IHS for savedlists:
Enter Name of People Savedlist: (whatever Scott or Cindy named it)
Enter Name of Form to put in Forms Out: FA-PKG
Under Quick Access, type XUFI
Enter Name of People Savedlist: (whatever Scott or Cindy named it)
Enter Name of Form to put in Forms In: FA-DUE
Enter Date Form sent to put in Forms In: 03/10/09
To create a savedlist of TAG apps sent (in Query Builder):
Verb: SELECT
File: SA.2009
Items: WITH SA.B55.TAG.AMT AND WITH SA.B55.TAG.DATE EQ “”
Before: GET.LIST FA.FR.PKG.022409
After: SAVE.LIST FA.JEN.TAG
Enter Name of People Savedlist: FA.JEN.TAG
Enter Name of Form to put in Forms Out: FA-TAG
To create a savedlist of Verification forms sent (in Query Builder):
Verb: SELECT
File: SA.2009
Items: WITH SA.B55.VERIF.STATUS
Before: GET.LIST FA.FR.PKG.022409
After: SAVE.LIST FA.JEN.VERIF
Under Quick Access, type IVER
Academic Year Lookup: 2009
Person Lookup: @SELECT (e)
Saved List Name: FA.JEN.VERIF (save)
(Use @@ to enter student and change Verif Status from a 2 to a 4)
To enter a COB Confirmation form in IHS:
Look up student, insert a blank line, enter FA-COB as (S)ent with the Date,
and in field under FA-COB enter 2009
3
Items to DO:
1) Find and replace: Find “Virginia TAG” and Replace with “Virginia TAG (estimate)”
2) Find “$ -” If Estimated Balance Due shows a credit of $ -500 or more, delete the lines that
begin “You and your parents are eligible…” and “Please refer to …”.
3)
Make sure the total number of pages is correct: Example: If there are 20 students, there should
be 40 pages. If not, you can do a Find for “AES” to check for extra pages until you get the correct
total number of pages. This will be important when printing the financial aid packages.
4)
Find “Church” Check COBS statement to see if pending. If pending, look in IHS to see if we
already sent a FA-COB. If we haven’t, print COB Confirmation Form and a return envelope. You do
not need to edit checklist statement to say enclosed because the form mentions an enclosed envelope.
Items to CHECK:
1)
2)
3)
4)
5)
Find: “Commuters” and make sure R/B does not show
Make sure Charges are correct.
Spot check a few students to make sure each of their awards has a checklist statement appearing
Spot check some Pell amounts to make they are showing half in fall and half in spring.
Spot check some ACG amounts to make sure they are showing half in fall and half in spring and the
total is $750. (I say this because last year it split the $750 as $375 in the summer and $375 in the fall
with a total of $375.)
6) If you think BCGR looks high or the amount is an odd amount (not even amount), ask Cindy.
7) If ANYTHING looks unusual, have someone else look at it.
Save document in I:\finaid\Awd2009\Packages\pkg.022409 (date letters printed)
Financial Aid Packets for new student will include:
• 2 copies of packages
• 1 copy of checklist
• TAG application (use checklist to determine if a TAG app needs to be enclosed)
• Verification form (use checklist to determine if a DV or IV needs to be enclosed)
• COB Confirmation form (if award is pending and no form was sent previously) See: Items to DO #4
• Monthly Payment Plan Brochure
To print FILE copy (awards on one side and checklist on the other side):
Click on Microsoft Office button
Click on Print
Click on Properties
Under Document Style, select 2-Sided (Book Style)
Click OK and click OK again
GO BACK TO “FINISH UP” ON PAGE 2 AND CONTINUE ON TO PAGE 3
4
Bridgewater College
Office of Financial Aid
FISAP
Overview & Procedures
09/28/2010
OVERVIEW
The Fiscal Operations Report and Application to Participate (FISAP) reconciles expenditures in the
Federal Perkins Loan, Federal Supplemental Education Opportunity Grant (SEOG) and Federal Work
Study (FWS) for the fiscal year that just ended. It also gives Bridgewater College the opportunity to
apply for funds for the fiscal year that is two years after the reporting year. In other words, the report
for 2008-2009 provides an application for funds for 2010 – 2011.
The FISAP timetable is as follows:
June 15-30: Work with the Controller to complete the Administrative Cost Allowance (ACA) & Transfers
spreadsheet. This will entail agreement on final fund expenditures, where ACA will be drawn, transfers
between funds, and carry forward & carry back amounts.
August 1-30: Complete all sections of the FISAP except Part II – Section A (Request for Funds) and
resolve the validation edits.
September 1-7: Write the FISAP commentary.
September 8 -15: Complete Part II – Section A (Request for Funds).
By September 16: Submit the FISAP to the President’s Office for final review and approval.
By October 1: Submit the FISAP electronically and mail the Signature page.
By December 15: Submit the Perkins “Cash on Hand” amount as of October 31 and any other edits.
PROCEDURES
Procedures for completing the FISAP are as follows:
** Set up the FA FISAP Annual Parameters (FFAP) form for the appropriate year in Colleague.**
Part I. Identifying Information, Certification and Warning
This information will roll over from the prior year. It should be updated as needed.
Part II. Application to Participate
Section A – Request for funds
This section should be completed after all other sections are completed. The steps for this section are:
1) Create fields and enter updated Applied, Received, and Guaranteed data into the Comparison
tab of the Funding Detail spreadsheet.
2) Create fields and enter updated expense data into the Budget GAPS tab of the Funding Detail
spreadsheet.
3) Shortly after add/drop for the fall semester ends, run a query on registered students and list the
following items in a spreadsheet
SA.B55.CLASS
SA.TOTAL.EXPENSES
SA.FC
SA.TOT.INST.AMT.ACTIVE
SA.B55.PELL.AMT
SA.B55.CSAP.AMT
SA.B55.TAG.AMT
SA.B55.GSLA.AMT (sub Stafford)
Note: Add a column and calculate NEED (Expenses – COA)
4) Enter the data in 3) into the Estimated Need tab of the Funding Detail spreadsheet.
5) Enter the funding requests into the FISAP report. The amounts should also be mentioned in the
FISAP commentary.
Section E – Assessment and Expenditures
Q.22 – Obtain “assessed” Tuition & Fee information from the Business Office
Q.23 – Run the following FCARs and enter the results:
Pell Grant
PELL
ACG Grant
ACG1 & ACG2
SMART Grant
SMRT3 & SMRT4
Q.24 – Run the following FCARs and enter the Total:
Foster Care
FOST
PA State Grant
PENN
VA CSAP Grant
CSAP
VA GEAR Up Grant
GEAR
VA HETAP Grant
TAP
VA TAG Grant
TAG
National Guard
GUAR
Voc Rehab
REHB
Section F – Information of Eligible Aid Applicants “Grid” (Q.25 – Q.40)
Step 1 – Use Query Builder and the PERSON file to generate saved lists of enrolled students:
WITH PERSON.B55.REGL.SUMMER.2 EQ "T"
WITH PERSON.B55.REG.FALL EQ "T"
SAVE.LIST FA.SUMMER2
SAVE.LIST FA.FALL
WITH PERSON.B55.REG.INTER EQ "T"
WITH PERSON.B55.REG.SPRING EQ "T"
WITH PERSON.B55.REG.SUMMER.1 EQ "T"
SAVE.LIST FA.INTER
SAVE.LIST FA.SPRING
SAVE.LIST FA.SUMMER1
Step 2 – Use SAAL to merge (FA.SO.FAR) the Saved Lists generated in Step 1 and rename the
merged lists as FA.FISAP.ENROLLED.
Step 3 – Use Query Builder and the PERSON file to identify Non Degree (ND) seeking students
and students that only Audited (PN) courses:
WITH PERSON.B55.ENTRY.STS EQ “ND”
SAVE.LIST FA.ND
WITH PERSON.B55.ENTRY.STS EQ “PN”
SAVE.LIST FA.PN
Step 4 – Use SAAL to merge the FA.ND and FA.PN students and name them FA.SO.FAR
Step 5 – Use SAAL to delete the FA.SO.FAR (Non Degree and Audited) students from
FA.FISAP.ENROLLED.
Step 6 – Use Query Builder and the CS.2009 (appropriate year) file to generate a saved list of
enrolled students with ISIRs:
WITH CS.HAS.ISIR = "Y"
GET.LIST FA.FISAP.ENROLLED
SAVE.LIST FA.FISAP.ISIR.(appropriate year)
Step 7 – Use Query Builder and the SA.2009 (appropriate year) file to generate a saved list of
enrolled students with Rejected ISIRs:
WITH SA.FC EQ “”
GET.LIST FA.FISAP.ISIR.(appropriate year)
SAVE.LIST FA.FISAP.ISIR.REJECT
Step 8 - Use SAAL to delete the FA.FISAP.ISIR.REJECT students from FA.FISAP.ISIR.(appropriate
year).
Step 9 – Run the Eligible Aid Applicant (EAAP) report in Datatel with the FA.FISAP.ISIR.
(appropriate year) saved list. Print and Save the data. Review any error messages that are
generated.
Step 10 – Enter the Eligible Aid Applicant report data from Datatel into the online CB FISAP
program and save the data
Part III. Federal Perkins Loan Program
Enter data as confirmed with the Controller and the Perkins Loan Coordinator.
Part IV. Federal Supplemental Educational Opportunity Grant (FSEOG) Program
Enter data as confirmed with the Controller.
Part V. Federal Work Study (FWS) Program
Enter data as confirmed with the Controller.
Part VI. Program Summary
Section F – Distribution of Program Recipient and Expenditures by Type of Student
Step 1 – Confirm that Accepted = Transmitted on the View Fund Balances (VFBL) screen in
Datatel for Perkins (PERK) and SEOG. Note: This step does not apply to Federal Work Study
(CWSP) since it is not a fund that is transmitted to AR.
Step 2 – Use Query Builder and the SA.2009 (appropriate year) file to generate a saved list of
campus based recipients:
WITH SA.B55.PERK.A.AMT GT "0" OR WITH SA.B55.CWSP.EARNED GT "0" OR WITH
SA.B55.SEOG.AMT GT "0"
GET.LIST FA.FISAP.ISIR. (appropriate year)
SAVE.LIST FA.FISAP.CB.RECIPIENTS.0910.(appropriate year)
Step 3 – Run the FISAP Program Recipients (PRDR) report in Datatel with the
FA.FISAP.CB.RECIPIENTS.0910 saved list. Print and save the data.
Step 4 – Confirm that aid totals on the PRDR report equal FCAR totals for each campus based
fund source. If necessary, reconcile and resolve any discrepancies between the reports.
Step 5 – Enter the data from the PRDR report into the online CB FISAP program and save the
data.
Gramm-Leach-Bliley Act
Safeguarding Policies & Procedures
06/25/2010
The Office of Financial Aid Office has access to many pieces of consumer information. The vast
majority of this data is provided when students and parents submit the Free Application for
Federal Student Aid (FAFSA). Transmission of this information is usually in an electronic
format. Bridgewater College uses administrative software provided by Datatel, Inc. in
conjunction with the U.S. Department of Education to process and store personal information
electronically. A paper file is also maintained in a secure manner for each financial aid applicant.
The administrative staff includes the Director of Financial Aid, Associate Director of Financial
Aid, Assistant Director of Financial Aid, Financial Aid Coordinator and an Administrative
Assistant. Each individual has access to the various screens provided in the Release 18 by
Datatel.
The Financial Aid Office has contact with various agencies and organizations such as the U.S.
Department of Education, State Council of Higher Education for Virginia, National
Clearinghouse, ELM, Educational Credit Management Corporation, NCAA and servicing
agencies for federal and alternative Loans. We disclose only personal information which is
needed to assist us in providing financial aid to our students and parents.
All financial aid staff members except the Director have a desktop computer. All personal
information remains in-house on these desktops. The Director has a laptop computer equipped
with the Computrace theft protection system. In addition, the Director assures that personal
related data is stored on networked servicers rather than the hard drive on the laptop.
The Office of Financial Aid is located in Yount Hall and the individual office suites are locked at
the close of business each evening. There are 11 locked lateral filing cabinets in the hallways
outside the individual offices. These locked cabinets provide secure storage of student files.
An industrial grade paper shredder is part of the equipment used by the office. Sensitive
documents are shredded or sent for secure disposal when required retention periods have expired.
The closing of an office door to discuss personal information is easily facilitated in every office
except the reception area located in the secretary’s office. The reception area is very small with
limited seating for two guests. Since most appointments are scheduled in advance, parents and/or
students are quickly moved to a private office.
Maintaining privacy of information is a daily requirement for doing business in a financial aid
office. Privacy is maintained by taking note of physical surroundings before speaking, by
utilization of locks and keys, by keeping filing up to date, by monitoring the effectiveness of
existing safeguards, and by implementing new strategies when needed.
Bridgewater College employs many students under the Federal Work Study Program. While a
student employee does not have the level of responsibilities which creates the necessity to know
personal information, one cannot work in an office setting without being exposed to some
personal information. Therefore, a student employee is held to the same standards of maintaining
privacy as a full time administrative staff member.
Bridgewater College
Offices of Admissions & Financial Aid
Institutional Aid - Policies & Procedures
(Students with Prior Postsecondary Attendance)
Overview
Bridgewater College (BC) has admission applicants with prior postsecondary attendance and policies are
needed to clarify which applicants will be treated as Freshmen and which applicants will be treated as
Transfers for the purpose of awarding institutional aid. Procedures are also needed to specify how the
Admissions and Financial Aid offices will communicate and handle various aspects of processing these
applicants.
Policies
The Admissions and Financial Aid offices have agreed to the following policies regarding institutional aid:
1) Applicants that have attempted 12 or more credit hours at other postsecondary schools,
exclusive of dual high school enrollment, will be treated as Transfer students.
2) Applicants that have attempted less than 12 credit hours at other postsecondary schools will be
treated as Freshmen provided they have at least a 2.3 cum GPA for their postsecondary
coursework.
3) A cum GPA that includes dual enrollment courses will be carried through for awarding
institutional aid as all postsecondary coursework is indicative of an applicant’s ability to succeed
at BC.
4) A weighted average cum GPA will be calculated in cases where an applicant has attended two or
more postsecondary schools prior to applying to BC.
5) Institutional aid awards will be recalculated in cases where an accepted applicant defers
enrollment to the next academic year and/or takes additional coursework prior to enrolling at
BC.
6) A committee comprised of the Director of Financial Aid, Associate Director of Financial Aid,
Director of Enrollment Operations, Director of Admissions and Marketing, and Associate
Director of Admissions for Transfer students will meet to review special cases not covered by
the above policies. Special cases will be referred to the Vice President for College Relations if
the committee is unable to reach a consensus.
Procedures
The Admissions and Financial Aid offices will use these procedures to administer the above referenced
policies:
1) Admissions will enter postsecondary school information onto the IASU screen including dates
attended, cum GPA, and hours earned.
2) Financial Aid will contact Admissions in cases where the student earned less than 12 hours at
another postsecondary school for clarification on how many hours were attempted.
3) Financial Aid will award the student per the appropriate Freshmen or Transfer parameters once
the attempted postsecondary hours are known.
4) Admissions must contact Financial Aid if additional postsecondary information is posted to the
IASU screen after the applicant has received an initial award notice.
From the desktop, double click on EDconnect7
Click OK
1
User ID –
Password –
Click OK
2
Open File – Security Warning box will pop up (as shown above)
Click RUN
3
Activity: Request
Project: All
Cycle: All
Description: All Data, All Messages
Message Class: (once you select the Description above and click in the Message Class
box, it populates to ????????)
The rest of the fields after that should populate also.
Click the SAVE icon
4
After you have clicked Transmission and Now, all files will be requested and retrieved from the
mailbox and stored in a data file in the C: drive.
The above screen shows what it looks like when it is retrieving the files from my mailbox.
5
When completed, it will show Transmission successful under Status.
You will also see under Files that 4 were Received. (That number includes all types of files not
just ISIRs but also any Pell files or Memos from the feds – so don’t panic if you see a high
number)
To close the screen, click the X in the GRAY box not in the BLUE bar
6
If you want to see the files types that imported, you can click on the Activity Log icon (located at
the top of the screen towards the center to the right of the “two computers connected” icon) If
you hold the arrow over the icons, it will tell you the name of the icons.
The most recent files received are located at the bottom in light blue. They will show under the
green request line you used to retrieve the files.
7
From the desktop, double click on EDExpress 2010-2011
User ID –
Password –
(User ID and Password are not case sensitive.)
Click OK
8
Click on Import icon (upper left hand corner – red icon to the right of printer icon)
Import screen appears
App Express tab is default.
Import Type default is ISIR Data
This is where we want to import ISIRs (Institutional Student Information Record)
So on Import From, click on File
9
The files you need to import will show here. In this case there are three: idsa11op and igsa11op
and igsg11op
Highlight the first file – idsa11op.
Click Open
10
That file name now appears in the Import From box
The only boxes that need to be checked at the bottom are Import NSLDS data and Update
demographic data
Click OK
11
In Progress box pops open (For viewing only-no action required here)
This shows you: Import complete and the # of records processed
Click OK
12
Print box pops open
Click CANCEL
(We don’t need to print it.)
**You will need to repeat imports steps (pages 9-13) for remainder of files.**
In this case, there are two more: igsa11op and igsg11op
13
After all files are imported, you should view the report of processed ISIRs.
Click on Print icon (upper left hand corner)
Print box appears (defaults to App Express tab)
From drop down box, under Report, highlight List-Processed ISIRs so it is now showing in
Report window
Make sure your screen looks EXACTLY like the one above. You will need to make some
changes to the File Destination and in Options using drop down boxes.
Click on Selection Criteria
14
Selection Criteria box opens
Click on … under Query Title
Go to next page for example of next pop up box.
15
Query Grid box will appear
Highlight Add Date Range
Click OK
16
ADD DATE RANGE will now appear in Selection Criteria box
Click OK
17
Parameter Query Entry box will appear.
Under Field Value, enter today’s date twice using format: yyyymmdd
(Ex. 20100407) Do not enter slashes!
Click OK
Note: By doing this query, all files will be merged onto one report rather than a report for each of
three files we imported.
18
Now that we have completed the Selection Criteria for the List-Processed ISIRs report, you can
click OK
19
The report views to the screen rather than print. You may need to Zoom In to be able to read it.
If you choose to go ahead and print the report, you may still do so by clicking the Print button.
This report gives you an idea of how many student ISIRs you have to now import into Datatel.
If you are looking for a specific student ISIR, you can see if it was received.
Click CLOSE
Click x (upper right hand corner) to exit EDExpress.
20
From the desktop, double click on FileZilla
Under My FTP Sites, select DOEI
Click Connect
21
When Enter your password box appears, enter the password (case sensitive)
Click OK
22
Under the Local Site window, you may need to type in c:\iam\DATA
Under Filename is where you will find the three files imported in EDExpress. Once these files
were imported their file names were changed to idsa11BK.# and igsa11BK.# and igsg11BK.#
The file names will end with a number. (Ex: idsa11BK.178)
See next print screen.
23
It is important to make sure to highlight the correct file names. Other years are also in this data
file. It helps to look for the last modified date (the imported date) and the file name will end with
the highest number.
Under Filename for the Local Site (left window), the first file we need to find is idsa11BK.#.
(In this case, it ends with .064 and the last modified date is 4/7/2010
1) Highlight the file idsa11BK.064
2) Click and drag the file to Filename for the Remote Site (right window)
Repeat the above 2 steps for the other two file names.
24
In this case, the other two files are named igsa11BK.059 and igsg11BK.060
After highlighting, clicking, and dragging the remaining two files, you will see in the print screen
above that all three files have been copied.
There is one more thing to do before we are done in FileZilla.
25
The three file names (under Remote Site) need to be renamed so that Datatel can recognize
them for importing.
1)
2)
3)
4)
5)
Highlight the first file name, idsa11BK.064
Right click mouse
Click on Rename
Type IDSA11OP.064
Press Enter
Repeat steps 1-5 for the other two files. (Notice that the lower case become upper case and the
BK becomes OP.) The other two files get renamed, IGSA11OP.059 and IGSG11OP.060
26
When all the files have been renamed, it will look like the print screen above.
Click x (upper right hand corner) to exit FileZilla
27
Log In: User ID –
Password –
Go to the UFIF screen
This shows you the files you copied and renamed in FileZilla.
28
Go to the ISIM screen
Academic Year: 2010
SSN Display Option: S Show SSN
Print Remaining Unlinked: No
Single import file name: (enter) …
Output Student List: FA.JEN (creates savedlist FA.JEN for use later)
Click SAVE
(You are then sent to a screen that lists the import files – see next page)
29
In this case, we want to enter the number 1 to import the first file name.
Click the SAVE
30
You will notice that the file name you selected in the previous step is populated in the Single
Import File Name.
Click UPDATE
See next page to continue in ISIM.
31
To keep from having a lot of unnecessary printouts for each file,
Click SAVE and UPDATE repeatedly until the “process bar” appears.
32
Shows number of student records being imported from that one file.
33
This is still part of ISIM.
This is the processing report from the import file. View to see the linked (converted) records.
34
You will need to repeat Pages 29-34 for each file.
(In this case you have two more – IGSA11OP and IGSG11OP.)
BUT…
Important! Before repeating steps in ISIM for another file name, be sure to use
XUFI to enter in Forms In!!! Do this after importing each file in ISIM.
*Savedlist name will always be FA.JEN as it is created when importing in ISIM. The savedlist is
overwritten after each file is imported.
35
To check for unlinked (unconverted) records, go to the UNIR screen to print a list of Unlinked
Records.
Academic Year: 2010 (click submit)
Import Date Range: 040710 (e)
040710 (e)
Click SAVE and UPDATE until blue processing bar appears (see print screen below)
36
There are 10 unlinked (unconverted) records.
See next print screen below.
37
This is the report of students whose ISIRs did not import.
To print the report, click on the Local Printer Icon at the top (the first printer icon from left)
38
Click OK
39
Select Landscape
Click OK
40
Look each student up on NAE screen.
41
Make sure you are selecting the correct student. Look to make sure address is the same and/or
the date of birth matches.
42
Usually you will find the social security number is missing or incorrect or the student is not on
the database.
If the SSN is missing, simply enter it and save. If you notice the date of birth is missing, I go
ahead and enter it also.
If the SSN on the database doesn’t match the ISIR and an EFC was calculated, I enter the SSN
from the ISIR because it would be rejected if SSN and name don’t match.
If the SSN doesn’t match the ISIR and an EFC has not been calculated, I temporarily change
the SSN on NAE so I can import ISIR. **Just be sure to write down the SSN before changing it
so you can change it back after import.**
If the student is not on the database, do nothing. I have a way to get a list of them and check
periodically to see if they are ever added to the database. If so, I have a way to import the ISIR.
43
Once all SSNs have been entered or corrected, their ISIRs are ready to be imported.
Go to the BLIS screen
040710 (e)
Output Student List: FA.JEN
Click SAVE and UPDATE until blue processing bar appears (see print screen below)
(Just keep clicking)
44
This box automatically closes when all records have been processed.
45
You receive a report to show that the students we added the SSNs to have now imported.
Make sure that all the students you added SSNs did import. In this case, we added 8 SSNs and
8 converted.
46
It is important to remember to add FA-EDE to the students that imported. If we don’t they never
get recorded as being received. When we ran the process in BLIS, you may have noticed that it
created the savedlist FA.JEN to use with the XUFI screen.
Now we are ready to finish up. Just two more things left to do…
47
Go to XEDE screen
Enter 4-digit year: 2010 (e)
It creates savedlists in the following order:
FA.CUM.EDE.TAPE
FA.CUM.EDE.NEW
FA.CUM.EDE.UC
FA.CUM.EDE.ODD
This process takes a little while. You can work on others things as it runs.
48
When XEDE is finished running, we need to write down how many records are in each savedlist
from above.
Go to Query Builder, enter the information as shown above.
Click OK
49
The savedlist FA.CUM.EDE.TAPE has 3327 records. Write this number down.
Go back to Query Builder, and now enter the savedlist name FA.CUM.EDE.NEW.
Click OK and write down the number of records.
Repeat this step for savedlists – FA.CUM.EDE.UC and FA.CUM.EDE.ODD
Once you have the number of records for all four savedlists, type the numbers into the Excel
sheet as shown on the next page.
50
Record figures on workbook in Excel at
I:\finaid\FAFSA&Verification\FAFSA Filing Timeline\CUM.EDE Savedlists (under 20102011 tab)
51
Go to the IART screen (This run a report of students whose higher transaction is not active.)
Academic Year: 2010
Change Source: All Types
Click SAVE and UPDATE until blue processing bar appears
52
Report shows many students whose active transaction is not the highest transaction.
You will need to print this report to use in the NASU screen.
53
Go to the NASU screen
Academic Year: 2010
Student Lookup: (name from report)
54
You will see that Transaction 02 is marked with a B
Go to next print screen
55
Delete the B from Transaction 02
Enter the B on Transaction 03
Click SAVE icon
Repeat these steps for the remaining students on the IART report.
NOTE: If the active transaction is showing an “F” instead of a “B”, do not change it. This is the
transaction for completed verification.
Let Scott know when you are done so he can package the freshmen.
56
TO CREATE A SAVEDLIST FOR BETSY TO CHECK FOR REVISED PACKAGES FOR 2010-2011
In Query Builder:
Verb: SELECT
File: SA.2010
Items: WITH SA.B55.PKG.DATE AND WITH SA.EDE.TAPE.DATE EQ “04/07/10”
Before: GET.LIST ADM.AD.TR.2010
After: SAVE.LIST FA.JEN.RVD.040710
Output to: Screen
1) On the IART report, highlight the names that are in the savedlist - FA.JEN.RVD.040710
2) On the IART report, under the EFC column, circle the highlighted students whose active
and highest EFCs are different.
3) Using XSLP, create a savedlist of the students whose EFC is circled. Name it
FA.JEN.RVD.040710 – this just overwrites the previous list and that is okay.
57
In Query Builder:
Verb: LIST
File: SA.2010
Sort: BY SA.B55.NAME
Output: SA.B55.NAME SA.B55.APP.STAT SA.B55.PKG.DATE SA.B55.RVD.DATE SA.B55.RATING
SA.B55.ETHNIC SA.B55.VERIF.STATUS SA.B55.FED.EFC SA.B55.AWARDED
Before: GET.LIST FA.JEN.RVD.040710
After:
Output to: PC/Process (click on PC and to the right of Application, select Excel, click OK)
Excel opens a spreadsheet of the data requested from the query. There are several changes
you will need to make to the spreadsheet:
1)
2)
3)
4)
5)
6)
You will need to insert a column between FED EFC and Awarded and label it “Old EFC”
You will need to rename heading FED EFC to “New EFC”
From the IART report, type in the old EFC under the appropriate column.
You will need to rename heading Awarded to “Current Awd Tot”
You will need to adjust column sizes accordingly
To get the correct ETHNIC, you need to go back to query builder and do the following:
Verb: LIST
File: PERSON
Sort: BY PERSON.B55.NAME
Output: PERSON.B55.NAME PERSON.B55.RPT.RACE
After:
Output to: Screen
Enter the ethnic codes from this query into the Excel sheet under the ETHNIC column.
7) Change Page Layout to Landscape so it all prints on the page.
The Excel sheet should look something like this when it is completed: (see next page)
58
Copy and paste this spreadsheet into I:\finaid\Awd2010\Revisions\FA.RVD.20102011
Print the spreadsheet. On the IART report, check to see if there is an S next to the highest EFC.
If so, write an asterick next to the student’s name on the spreadsheet. Betsy should know what
that means and I am sure you have seen your share when Betsy gives the spreadsheet back to
you with revisions.
GIVE THE LIST TO BETSY
Yes, you are finally done. 
59
Log In: User ID –
Password –
Go to the DOEI screen
Process Steps: 1
Update to Colleague: All should show Yes
Report Options: D
Click SAVE ALL
(See next screen)
1
Output Device: H
Click SAVE ALL
(See next screen)
2
Output Device: H
Click SAVE ALL
(See next screen)
3
Click SAVE ALL
(See next screen)
4
After you have clicked SAVED ALL, all ISIR import files will be requested and retrieved from the
mailbox and are stored in the FA.RECEIVE.DIR. We will be able to see these files in UFIF.
The above screen shows what it looks like when it is retrieving the files from my mailbox.
Don’t panic is you see about 3 different processing bars. Datatel is transferring the files into the
appropriate directories in Colleague.
5
When it is finished, you will see this report. This report would have detailed student information
if the files retreived where COD files for Pell and Direct Loans. (In this case, we see all zeroes
so we know that no COD files were received. If you happen to see student information, please
print this and give it to Cindy so we can take a look at it when I get back.)
6
Go to the UFIF screen
This shows you the files received from the DOEI process.
7
Go to the ISIM screen
Academic Year: 2010
Single import file name: (enter) …
Output Student List: FA.JEN (creates savedlist FA.JEN for use later)
Click SAVE ALL
(You are then sent to a screen that lists the import files – see next page)
8
In this case, we want to enter the number 1 to import the first file name.
Click the SAVE ALL
9
You will notice that the file name you selected in the previous step is populated in the Single
Import File Name.
Click SAVE ALL
See next page to continue in ISIM.
10
To keep from having a lot of unnecessary printouts for each file,
Click SAVE ALL repeatedly until the “process bar” appears.
11
Shows number of student records being imported from that one file.
12
This is still part of ISIM.
This is the processing report from the import file. View to see the linked (converted) records.
13
You will need to repeat Pages 8-14 for each file.
(In this case you have five more.)
BUT…
Important! Before repeating steps in ISIM for another file name, be sure to use
CRG to enter in Forms In!!! Do this after importing each file in ISIM.
*Savedlist name will always be FA.JEN as it is created when importing in ISIM. The savedlist is
overwritten after each file is imported.
14
To check for unlinked (unconverted) records, go to the UNIR screen to print a list of Unlinked
Records.
041210 (e)
Click SAVE ALL until blue processing bar appears (see print screen below)
15
There are 6 unlinked (unconverted) records.
See next print screen below.
16
This is the report of students whose ISIRs did not import.
17
Click OK
18
Select Landscape
Click OK
19
Look each student up on NAE screen.
20
Make sure you are selecting the correct student. Look to make sure address is the same and/or
the date of birth matches.
21
Usually you will find the social security number is missing or incorrect or the student is not on
the database.
If the SSN is missing, simply enter it and save. If you notice the date of birth is missing, I go
ahead and enter it also.
If the SSN on the database doesn’t match the ISIR and an EFC was calculated, I enter the SSN
from the ISIR because it would be rejected if SSN and name don’t match.
If the SSN doesn’t match the ISIR and an EFC has not been calculated, I temporarily change
the SSN on NAE so I can import ISIR. **Just be sure to write down the SSN before changing it
so you can change it back after import.**
If the student is not on the database, do nothing. I have a way to get a list of them and check
periodically to see if they are ever added to the database. If so, I have a way to import the ISIR.
22
Once all SSNs have been entered or corrected, their ISIRs are ready to be imported.
Go to the BLIS screen
041210 (e)
Output Student List: FA.JEN
Click SAVE ALL until blue processing bar appears (see print screen below)
(Just keep clicking)
23
This box automatically closes when all records have been processed.
24
You receive a report to show that the students we added the SSNs to have now imported.
Make sure that all the students you added SSNs did import. In this case, we added 3 SSNs and
3 converted.
25
It is important to remember to add FA-EDE to the students that imported. If we don’t they never
get recorded as being received. When we ran the process in BLIS, you may have noticed that it
created the savedlist FA.JEN to use with the CRG screen.
Now we are ready to finish up. Just two more things left to do…
26
Go to XEDE screen
Enter 4-digit year: 2010 (e)
It creates savedlists in the following order:
FA.CUM.EDE.TAPE
FA.CUM.EDE.NEW
FA.CUM.EDE.UC
FA.CUM.EDE.ODD
This process takes a little while. You can work on others things as it runs.
27
When XEDE is finished running, we need to write down how many records are in each savedlist
from above.
Go to Query Builder, enter the information as shown above.
Click OK
28
The savedlist FA.CUM.EDE.TAPE has 3327 records. Write this number down.
Go back to Query Builder, and now enter the savedlist name FA.CUM.EDE.NEW.
Click OK and write down the number of records.
Repeat this step for savedlists – FA.CUM.EDE.UC and FA.CUM.EDE.ODD
Once you have the number of records for all four savedlists, type the numbers into the Excel
sheet as shown on the next page.
29
Record figures on workbook in Excel at
I:\finaid\FAFSA&Verification\FAFSA Filing Timeline\CUM.EDE Savedlists (under 20102011 tab)
30
Go to the IART screen (This run a report of students whose higher transaction is not active.)
Academic Year: 2010
Change Source: All Types
Click SAVE ALL until blue processing bar appears
31
Report shows many students whose active transaction is not the highest transaction.
You will need to print this report to use in the NASU screen.
32
Go to the NASU screen
Academic Year: 2010
Student Lookup: (name from report)
33
You will see that Transaction 01 is marked with a B
Go to next print screen
34
Delete the B from Transaction 01
Enter the B on Transaction 02
Click SAVE icon
Repeat these steps for the remaining students on the IART report.
NOTE: If the active transaction is showing an “F” instead of a “B”, do not change it. This is the
transaction for completed verification.
Let Scott know when you are done so he can package the freshmen.
35
TO CREATE A SAVEDLIST FOR BETSY TO CHECK FOR REVISED PACKAGES FOR 2010-2011
In Query Builder:
Verb: SELECT
File: SA.2010
Items: WITH SA.B55.PKG.DATE AND WITH SA.EDE.TAPE.DATE EQ “04/12/10”
Before: GET.LIST ADM.AD.TR.2010
After: SAVE.LIST FA.JEN.RVD.041210
Output to: Screen
Would you like to execute another query? Y
Verb: LIST
File: SA.2010
Items: (blank)
Output: SA.B55.NAME
After: (blank)
Output to: Screen
1) On the IART report, highlight the names that are in the savedlist - FA.JEN.RVD.041210
2) On the IART report, under the EFC column, circle the highlighted students whose active
and highest EFCs are different.
36
3) Using XSLP, create a savedlist of the students whose EFC is circled. Name it
FA.JEN.RVD.041210 – this just overwrites the previous list and that is okay.
In Query Builder:
Verb: LIST
File: SA.2010
Output: SA.B55.NAME SA.B55.APP.STAT SA.B55.PKG.DATE SA.B55.RVD.DATE SA.B55.RATING
SA.B55.ETHNIC SA.B55.VERIF.STATUS SA.B55.FED.EFC SA.B55.AWARDED
After:
Output to: PC/Process (click on PC and to the right of Application, select Excel, click OK)
Excel opens a spreadsheet of the data requested from the query. There are several changes
you will need to make to the spreadsheet:
1)
2)
3)
4)
5)
6)
You will need to insert a column between FED EFC and Awarded and label it “Old EFC”
You will need to rename heading FED EFC to “New EFC”
From the IART report, type in the old EFC under the appropriate column.
You will need to rename heading Awarded to “Current Awd Tot”
You will need to adjust column sizes accordingly
To get the correct ETHNIC, you need to go back to query builder and do the following:
Verb: LIST
File: PERSON
Sort: BY PERSON.B55.NAME
Output: PERSON.B55.NAME PERSON.B55.RPT.RACE
After:
Output to: Screen
Enter the ethnic codes from this query into the Excel sheet under the ETHNIC column.
7) Change Page Layout to Landscape so it all prints on the page.
The Excel sheet should look something like this when it is completed: (see next page)
37
Copy and paste this spreadsheet into I:\finaid\Awd2010\Revisions\FA.RVD.20102011
Print the spreadsheet. On the IART report, check to see if there is an S next to the highest EFC.
If so, write an asterick next to the student’s name on the spreadsheet. Betsy should know what
that means and I am sure you have seen your share when Betsy gives the spreadsheet back to
you with revisions.
Finished spreadsheet should look something like this: (see next page)
38
GIVE THE LIST TO BETSY
Yes, you are finally done. 
39
TRANSMITTING PERKINS DISBUREMENTS
In Query Builder, create savedlist of Perkins borrowers ready to disburse:
GET.LIST FA.REG.08FA.TOTAL (Make sure this savedlist is current.)
SELECT SA.2008 WITH SA.B55.PERK.AMT GT '0' AND WITH SA.B55.VERIF.STATUS NE '1' AND WITH
SA.B55.VERIF.STATUS NE '2' AND WITH SA.B55.VERIF.STATUS NE '3' AND WITH SA.B55.VERIF.STATUS NE '4' AND
WITH SA.B55.VERIF.STATUS NE '5' AND WITH SA.B55.VERIF.STATUS NE '6' AND WITH SA.B55.VERIF.STATUS NE
‘8’ AND WITH SA.B55.PMN.DATE NE '' AND WITH SA.B55.CORR.RECEIVED EQ 'FG'
SAVE.LIST FA.PERK.08FA.DISB.091508 (388 records)
(Note: After the initial disbursement of loans, subtract from the savedlist those previously disbursed in the semester.)
Before changing action status from E to A, ensure savedlist is correct by listing borrowers to the screen:
GET.LIST FA.PERK.08FA.DISB.091508
LIST SA.2008 SA.B55.NAME SA.B55.PMN.DATE SA.B55.VERIF.STATUS SA.B55.REG.FALL SA.B55.FALL.CRED
Sorting list by SA.B55.FALL.CRED easily identifies students with less than 12 credits who may/may not be eligible.
Utilize customized XUAS screen to change Award Period action status to A for savedlist FA.PERK.08FA.DISB.091508
Green-bar printout is automatically generated, showing term awards changed to A. At the end of the printout, is a list of
exceptions (students whose awards were not changed to A). This is usually the result of another user accessing the
student’s Datatel record at the time XUAS process was run. For these exceptions, manually change the E to A in AIDE
screen.
Run 3 FCARs—one each for A, P and E statuses.
•
The FCAR for A status should be run from the savedlist FA.PERK.08FA.DISB.091508.
•
The ones for E and P status are run on action status only—no savedlist is entered (example follows).
Those semester records with P/E status may be updated eventually to A status through subsequent queries as students
complete registration, PMN, verification or FG /GED is received.
Email David Nicholas (dnichola) to advise that disbursements are ready for transmission to Accounts Receivable. Copy
Brenda Thompson (bthompso) and attach copy of FCAR with savedlist of A status.
CERTIFYING PLUS LOANS ON ECMC SELECT
1. Retrieve preapproved PLUS applications via ECMC Select at www.ecmc.org under Loan Processing
Tools. Under Queries/Reports, choose In-Process Applications. Select status: Credit Approved. Click
submit button.
2. Enter PLUS code/amount on Datatel’s AIDE with “F” action status.
3. Make sure total aid is within COA. If loan amount requested exceeds COA, additional items may be
added to COA in Datatel’s SBC screen (Student Budget Components) accessed through AIDE, detail
at bottom on NASU, detail on Budg Comp at bottom right hand corner, scroll down on right to add fees.
Common additions follow—
•
•
•
Stafford Loan fees-- calculate 1.5% for 2008-09 (component code LOAN)
PLUS Loan fees – calculate 3% for 2008-09 (component code PLUS)
Class Fees – Datatel’s STAC screen lists classes student is pre- or registered to take. The
following are the most common class fees:
 art studio courses - component code LAB
 science labs indicated by “L” after course number; for example BIOL 314L $45 component code LAB
 psych labs - component code LAB
 horseback riding class (ES185) only if taken for credit - component code HORSE
 bowling (ES120),
 international foods (FCS250) - component code LAB
 private voice/instrument lessons - component code MUSIC
 interterm trip – fees still unknown for 2008-09 – component code TRIP
Business Office provides list of class fee amounts in billing packet and on website at
http://www.bridgewater.edu/StudentServices/SupportServices/BusinessOffice/Fees2008-2009
•
Dorm Fees - Datatel’s RSUM screen shows dorm room assignment
 Wakeman/Geisert Hall - $175/yr – component code W/G
 Blue Ridge/Daleville Hall Suite Fee - $110/yr – component code SUITE
 Apartment in Towers - $740/yr – component code APT
 Private Room - $1100/yr – component code PRIVATE
•
Other Fees  Graduation fee - $70 – component code GRAD
 Computer – get product documentation with price (max $1500) –component code COMP
 Summer Sessions cost of attendance may be added if student was enrolled for at least 6 credits
in SS1/SS2. Simply increase regular budget components (tuition, room/board, books, travel,
etc.) per COA guidelines.
4. Print certification worksheets.
• Go to XSSN in Datatel to enter SSNs and save list (example: FA.PLUS).
• Go to XSLC in Datatel to print worksheets from savedlist.
 Enter Report Type = 2 PLUS Worksheet
 Enter 4-digit Academic Year = 2008
 Enter Term = 2008/FA (The term that begins the loan period)
 Enter Name of Person Savedlist or End = FA.PLUS
•
Go to XSLC again and print bogus worksheet to shove job into print – Don’t Ask!
 Enter Report Type = 2 (PLUS Worksheet) - as the calculation is the same
 Enter 4-digit Academic Year = 2008
 Enter Term = 2008/FA (The term that begins the loan period)
 Enter Name of Person Savedlist or End = FA.SHOVE
5. Return to ECMC Select as in Step 1 to complete online certifications.
• Review Edit Messages on worksheet before certifying.
• Click Quick Cert button at bottom of web page to populate default dates for full year loan.
• Use info from worksheet to complete class level, graduation date.
• When all items are complete, click Save button, followed by Print.
6. Update loan certification on Datatel.
• Go to Datatel’s AIDE screen to change loan action status to “C.”
• Detail beside Award Code PLUS. Choose SLI (Student Loan Information). Enter Lender. In Loan
Comments text field enter borrower’s name and address. (Business Office will use this field for
sending EFT notification.)
7. File copy with the loan certification worksheet attached in student’s folder.
This must be done from Jennifer’s computer.
BC Login: jpuffenb Password: luv4Tori
From the desktop, double click on EDExpress 2009-2010
Click CLOSE
User ID – JPUFFENB
Password – PUFFY
(User ID and Password are not case sensitive.)
Click OK
Click on Printer icon (upper left hand corner)
Print screen appears
App Express tab is default.
Report: ISIR -- select Multiple
Report File Destination – select Printer
Sort Order: Last Name
Transaction Preference: Highest
Make sure your screen looks EXACTLY like the one above.
(GO TO NEXT PAGE)
Under SSN File, click on …
Enter Multiple SSNs or Trankeys box will pop up.
Key in the first SSN and press the Enter key.
Repeat until all SSNs are entered.
Click OK
It looks like you haven’t entered anything but the data is really there.
Click OK
Print pop-up box appears
Click OK
You will want to make sure they all printed. The software doesn’t let you know if you
entered a SSN incorrectly. It just simply doesn’t print.
When you are finished, click YES to close out of the program.
I am afraid there may be some higher transactions in Datatel for when we switched to TDClient.
You could use the audit savedlist to print a list of the student’s EFC and compare it with the EFC
of the transaction that printed in EDExpress as a double check.
Bridgewater College
Professional Judgment
Policies & Procedures
05/05/2009
OVERVIEW
Section 479A(a) of the Higher Education Act (HEA) provides aid administrators with the authority to
make adjustments on a case-by-case basis to a student’s cost of attendance or to the data values used
to calculate the expected family contribution. Section 480(d) (7) further extends the authority to make
dependency overrides to students with special circumstances.
These policies and procedures were developed to assure that the principles of professional judgment
are maintained as specified in the HEA and other federal guidance.
POLICIES
The following policies address cost of attendance adjustments, income adjustments, and dependency
overrides. Satisfactory Academic Progress (SAP) is addressed in a separate document.
Cost of Attendance Adjustments
Cost of attendance (COA) adjustments may be approved by the Director or Associate Director after an
appeal and supporting documentation has been submitted. COA adjustments include, but are not
limited to, the following:
• Computer purchase (up to $1,500)
• Dependent (child or elder) care expenses
• School related transportation expenses greater than the standard allowance
Income Adjustments
Income adjustments may be approved by the Director or Associate Director after an appeal and
supporting documentation has been submitted. Income adjustments include, but are not limited to, the
following:
• Medical expenses not covered by insurance
• Disability expenses not covered by insurance or other assistance
• Parent retires
• Parent separates/divorces after filing the FAFSA (Note: Family size will also be adjusted)
• Parent loses job, has reduced job earnings, or has lost child support and/or alimony payments
Dependency Overrides
A Dependency Override may be approved only by the Director. Dear Colleague Letter GEN-03-07
discusses the conditions that support the use of dependency overrides by financial aid administrators
and reminds schools of the documentation required by the Department of Education for such
dependency overrides. The letter specifies that the following circumstances, individually, or in
combination with one another, do not qualify as special circumstances that merit a dependency
override:
• Parents refusing to contribute to the student’s education
• Parents unwilling to provide information on the application or for verification
• Parents not claiming the student as a dependent for income tax purposes
• Student demonstrating total self sufficiency
Dear Colleague Letter GEN-03-07 further describes cases of abandonment by parents or an abusive
family environment as being unusual circumstances appropriate for a dependency override. Generally,
the documentation of unusual circumstances should come from a third party that knows the student’s
situation (teacher, counselor, social worker, or member of the clergy). Finally, Dear Colleague Letter
GEN-03-07 specifies the financial aid administrator must affirm each award year that the conditions for
determining the student to be independent continue to exist and that it is inappropriate to expect a
parental contribution.
PROCEDURES
The following procedures are used to identify and process professional judgment cases:
Counseling
All financial aid staff can use the Special Circumstances Information Sheet when communicating with
students and parents to assist with the identification of potential professional judgment cases. This
sheet also describes the specific documentation needed for the situations referenced above, including
the completion of a Projected Income Form as appropriate. Written communication to the student or
parent about professional judgment approval/denial will be done by the FA Counselor, Associate
Director or Director.
Approval
The Associate Director or Director must approve a Cost of Attendance or Income Adjustment appeal.
Only the Director can approve an initial Dependency Override. The Associate Director or Director can
approve a renewal Dependency Override.
Budget, ISIR & Award Adjustment
After approval, a Cost of Attendance adjustment (SBC screen) and related award adjustment (AIDE
screen) will be entered into Colleague by the FA Counselor or higher. The FA Counselor will normally
take the lead with entering ISIR data element changes related to Income Adjustment approvals (NASU
screen), reviewing the revised ISIR when returned from the Central Processing System, and with
entering award adjustments on AIDE.
STUDENT’S NAME:
Projected Income Form- Projection of 2010 Parental Income
A. Parents’ Taxable 2010 Income
Father’s Wages
Mother’s Wages
Interest Income
Dividend Income
Alimony Received
Business Income
Capital Gains
IRA Distribution – Taxable Portion
Pension/Annuities – Taxable Portion
Rents, Royalties, Partnerships, Estates, Trusts, etc.
Farm Income
Unemployment Compensation Received
Taxable Social Security Benefits
Other Income ( such as lottery)
TOTAL 2010 TAXABLE INCOME
B. Parents’ Untaxed 2010 Income
Child Support Received
Pensions/Annuities—Untaxed Portion
Workers Compensation Received
Aid to Families with Dependent Children
Payments to Tax-deferred Pension and Savings Plans
[include 401(k) and 403(b) plans]
Housing/Food/Living Allowances paid to military,
clergy, others
Other Untaxed Income
TOTAL 2010 UNTAXED INCOME
To this point in 2010
I/we have received . . .
For the remainder of 2010
I/we expect to receive . . .
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
To this point in 2010
I/we have received . . .
For the remainder of 2010
I/we expect to receive . . .
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
CERTIFICATION
The above estimate of 2010 income is true to the best of my knowledge.
/
Parent’s Signature
Revised for 2010-2011 Academic Year
/
Date
For 2009-2010:
Query 1:
GET.LIST FA.CUM.EDE.NEW.20092010 (current and prior years include the suffix in the saved list name)
SELECT SA.2009 WITH SA.B55.ENTRY.STS EQ “FR” AND WITH SA.B55.PKG.DATE LE “04/06/09” AND WITH
SA.B55.PKG.DATE NE “”
SAVE.LIST FA.FR.PKG.LT.040609 (1419 records)
Query 2:
GET.LIST FA.FR.PKG.LT.040609
SELECT SA.2009 WITH SA.B55.ACC.DATE LE “04/06/09” AND WITH SA.B55.ACC.DATE NE “”
SAVE.LIST FA.FR.PKG.ACC.LT.040609 (370 records)
For 2010-2011:
Query 1:
GET.LIST FA.CUM.EDE.NEW (upcoming academic year I do not add a suffix until just before 2010 fall mid-terms)
SELECT SA.2010 WITH SA.B55.ENTRY.STS EQ “FR” AND WITH SA.B55.PKG.DATE LE “04/06/10” AND WITH
SA.B55.PKG.DATE NE “”
SAVE.LIST FA.FR.PKG.LT.040610 (1628 records)
Query 2:
GET.LIST FA.FR.PKG.LT.040610
SELECT SA.2010 WITH SA.B55.ACC.DATE LE “04/06/10” AND WITH SA.B55.ACC.DATE NE “”
SAVE.LIST FA.FR.PKG.ACC.LT.040610 (437 records)
**A double check is to replace the FA.CUM.EDE.NEW saved lists with ADM.APPLICANTS.2010**
If there is a difference in the numbers, you can use the SAAL form to identify the students and determine if
they should be included or not.
Bridgewater College
Return to Title IV/School Withdrawal
05/21/2009
OVERVIEW
Section 484B of the Higher Education Act (HEA) and federal regulation 34.CFR.668.22 specify Return of
Title IV Funds requirements. The HEA and federal regulation do not dictate institutional refund policy.
Instead, the College is required to determine the earned and unearned portions of Title IV aid as of the
date the student ceased attendance.
Up through the 60% point in each payment period (semester), a prorata schedule is used to determine
the amount of Title IV funds the student has earned at the time of withdrawal. After the 60% point in
the payment period, a student has earned 100% of the Title IV funds he or she was scheduled to receive
during the period.
The following policies and procedures were developed to assure that the principles of return to Title IV
are adhered to as specified by federal requirements.
POLICIES
Policies regarding official withdrawals and unofficial withdrawals are as follows:
Official Withdrawal
Federal aid regulations define the official withdrawal date as the date the student began the withdrawal
process. The earliest date from these sources is used: early warn email, student’s dated signature on
the withdrawal sheet, or the date provided in the registrar’s email. When the student intends to
complete the current term, last date of exams is used as the expected withdrawal date.
Unofficial Withdrawal
When a federal aid recipient receives all failing/incomplete grades in a term, the school must determine
if the student was an unofficial dropout. In these cases, an email is sent by the Associate Director or
other designee to each of the student’s professors for confirmation of whether or not the student
participated in an academic activity beyond the 60% mark of the term. The professor is asked to provide
the last documented date of participation in cases where the student ceased attendance before the 60%
date. The following will then occur:
•
•
•
If at least one professor reports that the student attended past the 60% mark, the student is not
considered an unofficial withdrawal.
If no professor has a documentable date past the 60% mark, then the latest documented date is
the withdrawal date.
If no reasonable documented date can be provided, the 50% mark is the default withdrawal
date.
PROCEDURES
Step 1 – Initial Counseling
• Provide exit loan counseling to the student (Note: A loan exit packet is mailed to the student’s
home address if he/she does not come by the Financial Aid Office during the withdrawal
process.).
• Enter the session date on the LEEI screen. Request student provide updated contact
information for himself/herself and two other references.
• Mail contact sheet to the Stafford Loan guarantee agency.
Step 2 – Determine and Enter the Withdrawal Date
• Use the policies referenced above to determine the withdrawal date.
• Enter the withdrawal date on the FASI screen, fields 1 and 2.
Step 3 – Perform Return to Title IV (R2T4) Calculation
• When the withdrawal date is within the first 60% of the semester, perform the Return to Title IV
(R2T4) calculation using the U.S. Department of Education’s web calculator:
http://www.fafsa.ed.gov/FOTWWebApp/faa/faa.jsp
• Enter revised aid amounts on AIDE per the R2T4 calculation.
Step 4 – Advise Business Office on R2T4 Returns
• Request aid updates via transmission to accounts receivable and manual journal entries of
Stafford/PLUS Loan funds to be returned (Student Accounts Manager).
• Indicate grant refunds that may need to be deposited in the federal funds account and entered
in GAPS (Controller).
• List Perkins Loan reductions to be forwarded to Campus Partners (Perkins Loan Administrator)
• Request paper check to return Stafford/PLUS Loan funds (Accounts Payable Manager).
Step 5 – Final Counseling
• Prepare and send the student a summary of his/her borrowing history along with a letter
confirming any funds returned by the R2T4 calculation.
• Send a letter to parent borrower of PLUS advising on PLUS funds returned, if applicable.
Bridgewater College
Satisfactory Academic Progress
05/07/2010
OVERVIEW
Federal regulations require a school to have a satisfactory academic progress (SAP) policy that, for a
federal student aid (FSA) recipient, is the same or stricter than the school’s standard for a student that is
not receiving aid under an FSA program. Furthermore, it is important to note that 34CFR668.34 requires
an FSA recipient at the end of the second year to have a grade point average equivalent with the
institution’s requirement for graduation (2.0). This same regulation also states that an institution must
review a student’s academic progress at the end of each year and describes the circumstances under
which an institution may consider a SAP appeal.
Other related regulations include 34CFR668.16(e) which specifies SAP requirements regarding
qualitative and quantitative components and 34CFR66.32(f) which specifies that SAP is a general
eligibility requirement for student receipt of FSA funds.
Bridgewater College (BC) fully adheres to the SAP regulations as outlined in the following policies and
procedures.
POLICIES
The following policies address the required elements of the SAP process:
Increments for Quantitative & Qualitative Measurement
The increments for quantitative (credits earned) and qualitative (cumulative grade point average)
measurement are listed in the catalog as follows:
Enrollment
Credits Earned
Class
Year-End GPA
End of Year 1
24
Freshmen
1.700
End of Year 2
48
Sophomore
2.000
End of Year 3
72
Junior
2.000
End of Year 4
96
Senior
2.000
150% Maximum Timeframe
BC anticipates a standard enrollment period of four academic years to complete the Bachelor of Arts or
Bachelor of Science degree. Financial aid may be awarded for a fifth year as long as the student has
reached 96 credits earned with a minimum 2.0 cumulative GPA. Since BC requires completion of 123
credits for graduation, a student needs to earn 27 credits in the fifth year. This may be accomplished by
earning 12 credits in fall semester, 3 credits in interterm, and 12 credits in spring semester. If it
becomes necessary to attend a sixth year, the Director of Financial Aid will review the circumstances
which led to the necessity of enrolling for a sixth year before granting an extension of eligibility. Note:
Under no circumstances may a student attempt more than 184 credits (123 credits x 150%) and
continue to receive federal Title IV assistance.
Course Repetitions
The highest grade earned is used to calculate cumulative GPA. All course attempts are considered when
measuring against the maximum timeframe for completion.
Transfer Credits
Accepted transfer credits are counted as attempted courses for the purpose of measuring against the
maximum timeframe. Transfer credits are also considered earned credits in the incremental
measurement chart referenced above. Note: Transfer credits do not affect a student’s cum GPA at BC.
Remedial Courses
Not applicable at BC.
Withdrawals
Withdrawn Passing (WP) and Withdrawn Failing (WF) grades are counted as attempted courses for the
purpose of measuring against the maximum timeframe. A high number of course withdrawals will cause
a student to not meet the year-end credits earned requirements referenced above.
Incomplete Course Grades
Grades of Incomplete are rare and must be resolved by the sixth week of the following semester as
specified in the academic catalog. SAP assessment and Title IV aid processing (awarding and disbursing)
will be suspended during the Incomplete resolution period. The Incomplete will be considered an F for
SAP purposes if the Incomplete is not resolved during the six week timeframe.
PROCEDURES
The following procedures are used with SAP:
Step 1 – Year End Measurement
• A query is run immediately after spring semesters grades have posted to list start term, credits
earned and cumulative GAP for federal aid recipients. Note: A query is also done at the end of
the fall semester to review students that started mid-year. The query results are exported to an
Excel spreadsheet to facilitate filtering and review of the data.
• The Director of Financial Aid or designee identifies SAP violations in the spreadsheet based on
the year-end increment chart.
• The following codes are entered onto the FMF form to assure that federal funds are not
awarded until a SAP issue is resolved:
UF
Unsatisfactory – Fall Semester
US
Unsatisfactory – Spring Semester
Step 2 –Send SAP Violation Letters
• The Director of Financial Aid or designee sends individual letters to each student that is not
meeting SAP. The letter describes the specific SAP criteria not being met and advises the
student of his or her option to submit an appeal regarding any special circumstances that
affected their academic performance.
• SAPL SAT ACAD PRO Sent is entered on the IHS screen went the SAP violation letter is sent.
Step 3 –Approve/Deny SAP Appeals
•
•
The Director of Financial Aid or designee approves and denies appeals as they are received.
Evidence of positive academic progress is needed in order for a repeat appeal to be approved.
A letter of appeal approval or denial is sent to the student immediately after the appeal is
approved. An individual SAP contract specifying the criteria that must be met during the next
semester is also enclosed if the appeal is approved.
Step 4 – Execute SAP Contracts
• FA-SAP SAT ACD PRG CO Sent is entered on the IHS screen when the SAP contract is sent to the
student for signature.
• FA-SAP SAT ACD PRG CO Received is entered on the IHS screen when the signed SAP contract
has been returned by the student.
• The following codes are entered onto the FMF form once the signed SAP contract has been
returned so that federal aid can awarded and disbursed:
CF
Contract – Fall Semester
CS
Contract – Spring Semester
Step 5 – Review SAP Contracts
• The Director of Financial Aid or designee reviews SAP contracts after grades for the semester
have been posted.
• Students that satisfy the terms of their SAP contract are processed without further intervention
until the next year-end measurement increment.
• Students that do not satisfy the terms of their SAP contract are sent a subsequent SAP violation
letter (return to Step 2). Title IV aid for these students is put into a R (Rejected) status to assure
that Title IV funds are not disbursed until the SAP issue has been resolved.
•
Special Circumstances Information Sheet
What is needed and do I qualify?
You must write a detailed letter explaining the family situation or how expenses have changed that meets one of the specified
situations. You must provide proper documentation of your appeal (see below for specifics). This appeal information will be used to
evaluate changes in your family situation and to determine if adjustments can be made in order to present a more realistic picture of
the family’s ability to contribute to the cost of education. Each request is considered on a case-by-case basis. Adjustments of
financial aid awards are subject to the availability of funds. You may be asked for further documentation.
Situation
Dependent Care
Death of Parent
Do I qualify for
reconsideration?
Child care expenses
(Independent Students)
Elder care expenses
(Parents of Dependent
Students)
My parent has died since I
filed my FAFSA.
Documentation Required
•
•
Signed letter explaining situation
Paid invoice from provider or letter on letterhead
•
Signed letter from student and/or surviving parent
explaining situation
Copy of Death Certificate
Copy of parents’ tax returns, all schedules and W2’s
Documentation if surviving parent is receiving any types
of survivor’s benefits (kinds and amounts)
Please call 540-828-5377 for more specific details
Signed letter from student and or parents explaining
family situation
Copies of bills, cancelled checks/credit card payments
reflecting payments toward those bills that are not
covered by insurance
Signed letter from student and or parents explaining
family situation
Copies of bills, cancelled checks/credit card payments
reflecting payments toward those bills that are not
covered by insurance or other assistance
Projected Year Income Form and parents’ Federal Tax
return and W2’s
Letter of separation from employer
Copy of final pay stub
Copy of any benefits being received as part of retirementseverance package
Signed letter from student with situation
Copy of divorce decree or letter from a lawyer indicating
the date you/your parents filed for divorce or that you
separated with the financial terms of divorce or
separation
Return, all schedules and W2’s
return and W2’s
Signed letter from student and/or parent explaining
family situation
Documentation from the employer, copy of
unemployment benefits, copy of last pay-stub from both
previous employer and current job (if applicable)
Documentation from source regarding loss of child
support and/or alimony payments
•
•
•
Dependency Appeal
Medical Expenses
Disability Expenses
Retirement
Extraordinary paid medical
expenses not covered by
insurance.
•
•
•
Disability related expenses
not covered by insurance
or other assistance
•
Parent Retires
•
•
•
•
•
Separated/Divorced Parent
My parents have become
separated or divorced
since I filed my FAFSA
•
•
•
Significant Reduction in
Earned Income or Benefits
(Child Support, Alimony,
other)
A parent has lost a job, has
reduced job earnings, or
has lost child support
and/or alimony payments
•
•
•
•
If you have any questions regarding this process, please contact the Office of Financial Aid at 540-828-5377.
Use savedlist created when verifying TAG and also used to change Es to As on AIDE for Fall Semester:
FA.JEN.TAG.2010FA
This is the main savedlist used to determine Categories 1 and 2.
Print FCAR of TAG with A’s for 2010-2011. Highlight students with less than full amount for fall semester.
*************************************************************************************
GET.LIST FA.JEN.TAG.2010FA
SELECT SA.2010 WITH SA.B55.ENTRY.STS EQ “FR” AND WITH SA.B55.START.TERM EQ “2010/FA”
SAVE.LIST FA.JEN.TAG.CAT2
GET.LIST FA.JEN.TAG.CAT2
SELECT SA.2010 WITH SA.B55.TAG.DATE
(This is where I make sure there is a TAG date on for all Category 2 students)
Number of records should be the same number in savedlist.
SELECT SA.2010 WITH SA.B55.ENTRY.STS EQ “JC””SC” AND WITH SA.B55.START.TERM EQ “2010/FA”
SAVE.LIST FA.JEN.TAG.CHECK.TR (Transfers)
GET.LIST FA.JEN.TAG.CHECK.TR
LIST SA.2010 BY SA.B55.NAME SA.B55.NAME PERSON.B55.VCSIN.ID SA.B55.ENTRY.STS SA.B55.START.TERM
SA.B55.TAG.DATE SA.B55.COL.INST.NAME
Print to ‘Local Printer’
Items to check:
1)
2)
3)
4)
Make sure they have a TAG date
Highlight students who previously attended a TAG eligible institution
Use SSN of highlighted students to check TAG units used on SCHEV Web Tool
If student received TAG prior academic year at TAG eligible institution then student is a Category 1
(Enter credits used only at prior institutions on the Datatel screen – XTGU)
All others on printout are Category 2 and their IDs need to be added to savedlist FA.JEN.TAG.CAT2 using SLED
SELECT SA.2010 WITH SA.B55.ENTRY.STS EQ ‘RA’
SAVE.LIST FA.JEN.TAG.CHECK.RA (Readmits)
GET.LIST FA.JEN.TAG.CHECK.RA
LIST SA.2010 BY SA.B55.NAME SA.B55.NAME PERSON.B55.VCSIN.ID SA.B55.START.TERM SA.B55.ENTRY.STS
SA.B55.CLASS SA.B55.LAST.TRANS.TERM SA.B55.TAG.DATE
Output data to ‘Excel’
Items to check:
1) If the last trans term is less than the prior year fall semester (2009FA), make sure they have a TAG date
2) If the start term is greater than prior year fall semester such as (2010IN/2010SP), make sure they have a
TAG date
3) If the start term is greater than prior year fall semester and no TAG date, see if they received TAG in
spring semester (2010SP) of prior year
4) If class is GR (graduate), student can only receive TAG if returning for student teaching, has a TAG date
unless received TAG in prior year, and has not used all their TAG eligibility
5) Use SSNs to enter on SCHEV Web Tool to see if a) still has TAG eligibility and b) did they receive TAG at
another TAG eligible institution before returning to BC. NOTE: If Web Tool indicates 21 units left, look at
FCAR to make sure we didn’t award TAG for spring semester.
All readmitted students with remaining TAG eligibility and a TAG date are considered Category 2
Use SLED to add IDs to Category 2 savedlist FA.JEN.TAG.CAT2
SELECT SA.2010 WITH SA.B55.START.TERM EQ ‘2010/IN’’2010/SP’
SAVE.LIST FA.JEN.TAG.CHECK.MIDYEAR (Mid-Years)
GET.LIST FA.JEN.TAG.CHECK.MIDYEAR
LIST SA.2010 BY SA.B55.NAME SA.B55.NAME PERSON.B55.VCSIN.ID SA.B55.START.TERM
SA.B55.LAST.TRANS.TERM SA.B55.TAG.DATE
Print to ‘Local Printer’
Items to check:
1) Check each student on AIDE for 2009 to see if they received TAG in prior spring semester (2010/SP)
2) If student received TAG in 2010/SP then student is Category 1 for 2010 Fall Semester
(If new transfer, we should have a copy of the application from institution TAG was received.)
3) If student did not receive TAG in 2010/SP then make sure there is a TAG date.
4) Use SSNs to enter on SCHEV Web Tool to see if any students received TAG in 2009-2010 at another
institution. If yes, student is Category 1 even if we have a TAG date. Make sure credits from other
institution is entered on XTGU.
All remaining mid-year students not marked as Category 1 from 2) and 4) are considered Category 2
Use SLED to add IDs to Category 2 savedlist FA.JEN.TAG.CAT2 – This should be your total number for Category 2!
To determine total number for Category 1, use the Datatel screen - SAAL
To look for any “oddballs” in Category 1 list:
GET.LIST FA.JEN.TAG.CAT1
LIST SA.2010 BY SA.B55.START.TERM BY SA.B55.NAME SA.B55.NAME SA.B55.START.TERM
SA.B55.LAST.TRANS.TERM
Output data to ‘Excel’
Items to check:
1) If the last trans term is greater than 2010/SP (2010/S1 and 2010/S2 are greater), they are OK
2) If the start term is 2010/SP and they received TAG in 2010/SP, they are OK
3) If the start term is 2010/FA and the last trans term is ‘blank’ and they received TAG in 2009-10 at another
institution, they are OK
4) Any students who do not meet the above three items may need to be looked at individually to determine
which Category. Edit as necessary - such as remove ID from Cat1 list and add to Cat2 list.
Once this is complete, savedlist FA.JEN.TAG.CAT1 should be your total number for Category 1!
Bridgewater College
Verification Policies & Procedures
02/23/2009
OVERVIEW
Students and parents sometimes make errors in completing their aid applications. As a result, the U.S.
Department of Education requires schools to verify selected applications and to assure that appropriate
corrections are made.
Bridgewater College (BC) fully adheres to the intent of the verification regulations (34CFR668.51 through
34CFR668.56) as outlined in the following policies and procedures.
POLICIES
The following policies address the required components of the verification process:
Student Policies & Procedures (668.53)
BC uses U.S. Department of Education forms that have been modified to provide greater clarity
regarding sources of untaxed income and benefits. A student must return the verification worksheet
and tax return(s) within 14 days of being notified that he/she has been selected for verification.
Students are also advised that their financial aid is not finalized until the verification process is
complete.
Selection of Applications for Verification (668.54)
BC verifies all students that are selected by the Central Processing System (CPS). NOTE: Students are
not verified if they are only eligible for PLUS and/or Unsubsidized Stafford loans. Other students are
selected if reported data appears to be incorrect or discrepant with other data. Any verification
exclusion for incarceration, recent immigrant status, pacific island resident, or parent/spouse
unavailable requires appropriate supporting documentation and the Director’s written approval. BC
does not accept verification acknowledgements from other schools.
Updating Information (668.55)
Household Size and Number in College are updated to be correct at the time of verification.
Dependency status is also updated if it is not the result of a change in marital status.
Items to be Verified (668.56)
BC verifies the following items as required by regulation:
1. Household Size
2. Number in College
3. Adjusted Gross Income (AGI)
4. U.S. Income Tax Paid
5. Certain types of untaxed income and benefits:
• Child Support
• IRA/Keogh Deductions
• Interest on Tax Free Bonds
6. All other untaxed income included on the U.S. income tax return, excluding information on the
schedules.
BC also verifies other untaxed income and benefits as listed on the FAFSA.
Acceptable Documentation (668.57)
Household Size – BC Independent Verification Worksheet, BC Dependent Verification Worksheet or BC
Clarification of Household Worksheet
Number in College - BC Independent Worksheet, BC Dependent Verification Worksheet or BC
Clarification of Household Worksheet
Adjusted Gross Income (AGI) & U.S. Income Tax Paid – A U.S Income Tax Return document completed
and submitted as described in the Federal Student Aid Handbook. Non Filers verify their wages and
untaxed income on a BC Independent Verification Worksheet, BC Dependent Verification Worksheet or
BC Student/Parent Not Filing Worksheet.
Note: Non Filers may be asked to submit additional documentation to support a claim of non filer status
before federal aid funds are disbursed.
Child Support – BC Independent or Dependent Verification Worksheet
IRA & Keogh Deductions – Lines 28 and 32 of IRS Form 1040 or line 17 of IRS Form 1040A
Interest on Tax Free Bonds – Line 8b of IRS Form 1040 or line 8b of IRS Form 1040A.
Other Untaxed Income & Benefits – BC Independent Verification Worksheet, BC Dependent Verification
Worksheet, or BC Clarification of Income & Benefits Form.
Interim Disbursements (668.58)
BC does not make interim disbursements of Pell, Perkins or FSEOG. Furthermore, Stafford and PLUS
loans are certified but not disbursed until verification has been completed.
Consequences of Changes in Application Information (668.59)
The $400 tolerance limit is exercised. The EFC is recalculated and the ISIR is reprocessed as appropriate
when the $400 tolerance is exceeded.
Deadlines for Submitting Documentation (668.60)
Verification must be completed by the deadline published in the Federal Register or within 120 days of
the student’s last day of enrollment, whichever is earlier. Note; A deadline for 2008-09 has not been
published in the Federal Register yet but is expected to be September 29, 2009.
Recovery of Overpayments (668.61)
Any overpayment of federal student aid funds due to incomplete or incorrect verification will be
returned within 60 days of discovery of the overpayment.
PROCEDURES
The following procedures are used to complete the verification process:
Receipt of Verification Documents
The dependent or independent verification worksheets are sent to the selected students and returned
via fax or mail. After the worksheets are date stamped and logged in by the Secretary, they are brought
to the Counselor.
Review of Verification Documents
The student's FAFSA information is retrieved from the Datatel database and cross referenced with the
dependent or independent worksheet, the signed individual US income tax return, and any other untaxed income/benefit documentation. If the student's documents and FAFSA information match the
database is updated to a "7- Verification complete" status on the ISIR Verification Screen (IVER) and
their aid is finalized. If the student’s documents and FAFSA do not match one of two possibilities will
occur: if the discrepancy is documented the database's file is updated, changed to a "7- Verification
complete" status and aid is finalized; if undocumented discrepancies are found the family is requested
to provide further information to verify the discrepancies. Once verification is complete the IVER
screen is updated, assigned a "7- Verification complete" status, and marked as “Y” (Ready to Send) if ISIR
corrections need to be processed. Aid is also finalized at this point if ISIR corrections do not need to be
processed.
ISIR Corrections
ISIR corrections are processed by the Administrative Assistant or designee. In Datatel, the Correction
Application Export (CAPX) screen selects the students with ISIR corrections and creates an export file.
FileZilla moves the export file from Datatel to Edconnect. Edconnect transmits the export file to the
federal processor. The ISIR with the corrected EFC is then imported in the weekly ISIR import. The ISIR
on the Need Analysis Summary (NASU) screen on the Datatel database is then coded as an “F” standing
for Federal to show that this is the highest verified ISIR transaction. If any aid is updated or changed the
student is sent a revised financial aid package to show the changes made to their aid.

Financial Aid Policies and Procedures

Transcription

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