Dual Enrollment Programs
Financial Aid
Presenters:
John Snyder, Director of Financial Aid
Linn-Benton Community College
Rebecca Martinez, Associate Director of
Financial Aid and Scholarships, Oregon
State University
May 2, 2005
Dual Enrollment Programs
• Oregon State University has dual
enrollment programs with five
Community Colleges
• Established in 1998 between LinnBenton CC and OSU
Dual Enrollment Programs
• Dual Enrollment: an agreement
between institutions to provide
academic programs and services
to students through a common
admissions process
• Upon acceptance, eligible to
enroll in classes at both schools
Dual Enrollment Programs
Memorandums of Understanding
– Agreements by partner institutions to
provide programs, services, etc.
Consortium Agreements
– Developed by partner offices of Financial
Aid
Financial Aid Issues
• Financial Aid Consortium Agreements- types
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Individual student agreements
Institution-to-Institution
Multi-institution agreements
State-wide agreement
• Financial Aid Consortium Agreements –
purpose
• Required by USED to ensure compliance with
regulations
• Must determine “home school” for financial aid
purposes
• Definition of “home school” varies
Email sent to new dual
admits
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Dear Student
:
Welcome to the Oregon State University (OSU)/Linn-Benton Community College (LBCC) dual enrollment
program! Your admission to the dual program is effective Spring Term, 2005.
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Students admitted to the OSU/LBCC dual enrollment program who choose to take courses at both schools in
the same term may be eligible to receive financial aid based on the combined enrollment. For example, a
student taking 9 credits at OSU and 3 credits at LBCC in the same term would be considered a full-time
student in the dual enrollment program. If that student had applied for and been awarded federal financial aid
from OSU, and had designated OSU as the HOME school, then the aid would be disbursed by OSU. Students
can only receive federal financial aid from one school in a particular term.
•
New OSU/LBCC dual students, who anticipate using financial aid to pay for their education, are asked to
declare a HOME school. We are using OSU Survey Software to provide additional details about OSU/LBCC
home school determination and to enable you to designate your home school.
•
Please We will communicate your choice of HOME school to the Financial Aid Office at LBCC. If you need to
change your home school in the future, please notify both Financial Aid Offices.
•
NOTE: It is your responsibility to have your FAFSA sent to both schools; each school will process your
financial aid application separately.
•
As of this date, OSU has your 2004-05 FAFSA: «FAFSA»
•
Neither OSU nor LBCC will be able to disburse financial aid for Spring Term 2005 until you have designated a
home school.
Online Survey
Questionnaire Results
OSU/LBCC Home School Declarations
4/20/2005
NAME
SSN
S05 Enrl
# CR AT CC
Date
4/18/05
4/18/05
4/19/05
Student A
Student B
Student C
111-111111
222-222222
333-333333
OSU
LBCC
OSU
NA
6 OR MORE
NA
S05
Crse
Level
MIX
NA
MIX
S05
Home
Schl
Overall Plans
OSU
I plan to take most of my courses at OSU. I
would like to maintain enrollment at LBCC so
that more courses are available to me. I will
pursue a Psychology/Education double major
and many of the education courses through
LBCC may better fit my schedule. Thank you.
LBCC
I am currently planning on taking the next four
terms of courses just at LBCC. I am
anticipating taking all courses at OSU starting
Spring '06. However, I may take classes at
OSU Summer '05. Obviously, plans subject to
change. Thank you.
OSU
I plan to take most of my classes at OSU, I
want to stay dual enrolled so I can take a few
online classes from LBCC to save a little
money. I plan on taking about 3-4 classes from
LBCC over the next 3 years. Other than that
all my classes will be at OSU, so I designate
my home school as OSU.
Dual Enrollment Programs
• Factors to Consider
– Admitted to degree
program,
– Enrolled in eligible
courses,
transcription
– Level of enrollment
(full time, part time)
– Combined enrollment
– Student budgets
― Changes in
enrollment or
program
― Satisfactory
academic progress
― Academic calendar,
deadlines
― Start/End dates
― Types of information
systems
Enrollment Information
Sharing
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Level of enrollment
Student Status Confirmation Report (SSCR)
Withdrawals
End of Term grades/credits (SAP)
Monitoring for aid-eligible courses
Institutional policies and deadlines for drops,
adds, receiving W’s,
• **ESTABLISH TIMELINES FOR SHARING**
Student accounts
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Fee assessment
Deadlines, late fees
Refund check procedures
Return of Title IV funds
Information sharing & establishing
timelines
• Coordinating consumer information
Academic Calendars
• Challenges of dual programs:
• Academic calendars not in synch
– Start and end dates of terms
– Quarter hour calendar vs. semester
calendar
– Registration dates
– Fee payment
– Financial aid disbursement
Why do this?
• Multiple-enrolled students are not
always being awarded full financial aid
benefits
• Provide a mechanism for the Financial
Aid community to respond to the
reality of multi-campus attendance
• Manual systems are time consuming
and complicated
Methods of Data Sharing
• Mail/fax data
• Staff access to partner institution
data base
• OFAX – electronic file for financial
aid
OFAX
Oregon Financial Aid Exchange
• Multiple-enrollment data exchange
for financial aid purposes
• Allows combination of enrollment from
multiple institutions for financial aid
Detailed OFAX demo. May 3, 2005
8:30-9:30 am Session IV.b
Privacy…
• The student release on the FAFSA indicates
okay to share data for determining financial
aid eligibility
• The student authorizes sharing the data on
the admission application
• Institutions may not report a student to OFAX
unless they have signed up at that institution
• The data may only be used for Financial Aid
purposes
Participation
• Participation Agreement - agree to
protect student data
• Only students that sign a specific
release may be sent to OFAX
• School is always in control of
awarding
• Not “Plug and Play” - schools must
develop import/export/display
programming at institution
OFAX Data Exchange
• Participating schools send in their data
via a secure web site
– Local programming is required to create this output file
• OFAX server processes file
(uses Microsoft
SQL Server/ASP technology)
– Match on SSN and Date of Birth
– Return matching records sent in by other
schools via password protected email
attachment
OFAX Data Layout
• Data is sent/received in comma delimited text file.
• The full layout is available from OSAC’s web site.
see http://www.osac.state.or.us/ofax_faq.html for more
info.
• This file can be loaded into Excel and processed
manually, or loaded into a database and automated via
local programming.
• This allows schools to process the OFAX data any way
they see fit.
What do we want to do with
the data once we have it?
• Verify/More reporting. Report on
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Home institution discrepancies
Continued enrollment at partner institution
Any other “oddball” things (like same course at two
places at once)
• Disburse aid based on sum of OSU hours plus
qualifying hours at participating institution(s)
• Report SSCR data accurately for those whom OSU is
their “Home institution”
• Sat. Academic Progress processing after term has
finished
• We’ve also written a display-only data form that the
FAO can query…
Loading the Data into Banner
(OSU’s version)
• We’ve written a local process that
the Financial Aid Office runs
• It loads up the file returned from
OFAX and assigns the correct
local OSU term code
– term codes are unique to each
school yet we have to associate data
for corresponding terms
OSU’s OFAX Data Form
OSU Fin. Aid Status Screen
Start-up Check Points
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Start out small?
Consortium agreement and home school
Admission requirements
Cost of attendance
Student accounts
Information sharing
Academic calendars
OFAX programming?
Disbursement dates
Institutional scholarships
Consumer information
Return of Title IV funds
Resources
• OFAX Website
– www.osac.state.or.us/ofax.html
• Contacts
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Joyce Eaton joyce.y.eaton@state.or.us
Tim.Harris@oregonstate.edu
Rebecca.Martinez@oregonstate.edu
Kate.Peterson@oregonstate.edu
Questions?
Thank You