Session 4 - Adding New Programs

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Determining Eligibility For
and Adding New Programs
PASFAA Conference, Harrisburg PA
Annmarie Weisman | 10.29.2012
Agenda:
•
Reporting new and updated information using
the Electronic Application for Approval to
Participate in the Federal Student Financial Aid
Programs (E-App)
•
Resources
•
Q&A
Adding Programs
•
Eligibility and Certification Approval Report (ECAR)
identifies programs that are Title IV eligible
•
Institutional Title IV eligibility does not automatically
include new programs
•
Remember: Program Participation Agreement
(PPA) is the institution’s contract with ED
Eligibility Documents
•
E-App
•
Program Participation Agreement (PPA)
•
Eligibility and Certification Approval Report
(ECAR)
*Approval generally required for Short-term programs*
Adding Programs – Notification Not Required
•
An institution is not required to notify ED of a new
program if fully certified, has no growth restriction
on its PPA, and meets one of the following:
1. Public or Private Non-Profit Institutions: adds a
program leading to an associate, bachelor’s, or
graduate/professional degree* --or-*If not approved for that level or higher, institution must request an
Increased Level of Offering
Adding Programs – Notification Not Required
2.
All institutions: program meets all of the following:
• Has the same CIP Code and is offered at the
same credential level as an approved program
• Is not a short-term program
• Is not considered to be an additional program by
its accreditor*
• Prepares students for gainful employment in a
recognized occupation
* Include program on next recertification application
Adding Programs – Notification Not Required
3. All institutions: program meets all of the following:
• Has the same CIP Code and is offered at the
same credential level as an approved program
• Is a short-term program at the graduate level –
or- at the undergraduate level and requires at
least an Associate’s degree for entry
• Is not considered to be an additional program by
its accreditor*
• Prepares students for gainful employment in a
recognized occupation
* Include program on next recertification application
Adding Programs – Approval Not Required
•
Reporting self-determined programs on
the E-App
If you have added programs that
you did not need to report to ED,
add them to the e-app at your next
recertification.
Adding Programs--Approval Not Required
•
ED will review the new program and add the
program to the institution’s ECAR if program
meets eligibility requirements
•
ED will provide written notification when review is
complete
•
Institution may disburse funds prior to receiving
ED notification
Adding Programs – Approval Not Required
•
If program does not meet eligibility requirements
in 34 CFR 668.8, ED will deny eligibility
Caution: institution liable for
funds disbursed if program
determined to be ineligible
Adding Programs – Approval Required
•
Approval is required before disbursement if
the institution is (any of the following):
• provisionally certified
• adding a Direct Assessment Program
• adding a Comprehensive Transition and
Postsecondary (CTP) Program
ED Evaluation of Program
•
•
•
•
•
Accreditor and state approval matches E-App
(name and program length)
CIP Code consistent with program name
Meets minimum weeks and clock/credit hours
Leads to gainful employment (SOC code)*
Meets clock to credit conversion where required
Adding Programs
•
ED’s decision
•
If not approved, denial is issued
•
•
School may request reconsideration
If approved, a revised ECAR and approval issued
•
Institution may disburse funds after receiving approval
Programs are eligible on the date of ED’s
approval. Eligibility for grants is back to the
beginning of the payment period; eligibility for
loans is back to the beginning of the loan period.
Adding Programs – Limitations
•
For institutions subject to the 2-year rule, during
the initial period of participation
• ED will not approve programs that expand
eligibility beyond current ECAR unless
institution demonstrates program has been
offered for at least 2 years
• May not award FSA funds for a program not
included in approval documents
ED Evaluation of New Program
•
Does not exceed by more than 50% the minimum
number of clock hours established by the state for
training in the occupation for which the program
prepares students
•
Special requirements for Comprehensive
Transition and Postsecondary (CTP) Program
(see slides at the end for more information)
Report and Wait–Changes Requiring Approval
•
Increase in the level of offering of education
programs beyond the scope of current approval
•
Update application – change in level of offering
Report and Go–Changes not Requiring Approval
•
Change from or to clock hours or credit hours
•
Name Change (school or staff)
•
Address change
•
3rd-party servicer change
Application
Process
How to Submit Changes
•
Use E-App to submit changes and updates
• www.eligcert.ed.gov
•
In Section A, Q. 1, select Update Information box
•
Select updates from the pick list; if purpose doesn’t
appear in list, select Other, and type the purpose in
space provided
How to Submit Changes
•
Complete the information for the appropriate
questions and Section L of the E-App
•
Mail the signature page (Section L) and the
supporting documents listed in Section M to the
address indicated
Features of the E-App
•
•
•
•
•
Pre-populated questions
Help text
Edit checks
Status messages
Skip logic skips “N/A” questions and sections
Application Process
ED + 8-digit
OPE ID No.
ED + 9-digit
Taxpayer ID No.
Application Process
www.eligcert.ed.gov
Application Process
Additional Information – Section K (Q. 69)
Use this area to provide
additional information or
an explanation
Application Process
Go to the
signature page
Application Process
Go to Section M
Application Process
A message will indicate if
entries are still needed
If OK, click on the
Submit Application
button
Application Process
Check that the president
will sign the app and print
the page
Section M - Required Supporting Documents
Click on the Application
Submission page link
Application Process
Receipt
Send the signature page (Section L) and copies of required supporting documents to us. Regular
mail/commercial overnight mail:
U.S. Department of Education, FSA
School Eligibility Channel
Integrated Partner Management
830 First Street, NE
Washington, DC 20202-5402
32
ED Response Sent via E-mail
•
E-mail instructs institution to go to the PPA/ECAR
page of the E-App website to view Approval (or
Acknowledgement) Letter
•
Institution prints and reviews copy of Approval
Letter and ECAR
•
E-mail includes contact information for questions
about the action
Application Status
•
Go to the E-App (eligcert.ed.gov website)
• Click on “Application Status” in the left margin
• For detailed information, contact the analyst
who is working with your application (see
contacts list)
•
NOTE: To add items to an application while
any prior application is under review, contact
the School Participation Division to request
update access
Avoid Common Errors
•
Don’t forget to:
•
Click “SUBMIT”
Submit the signed signature page
• Submit copies of the state and accreditation
approval letters
• Check a box for each purpose (if reporting more
than one update)
•
CIP, SOC, and O-Net Codes
•
Classification of Instructional Programs (CIP)
codes are developed by ED’s National Center for
Education Statistics (NCES)
• http://nces.ed.gov/pubs2002/cip2000
•
Standard Occupational Classification (SOC)
codes are developed by OMB
Occupational Information Network (O*NET-SOC)
are developed by the Dept. of Labor
•
•
http://online.onetcenter.org
Eligibility References
•
Code of Federal Regulations (CFR)
600.2 – Definitions, incl. Recognized Occupation
• 600.10 – Extent of Eligibility
• 600.20 – Application Procedures
• 600.21 – Updating Application Information
• 600.32 – Additional Locations
• 668.8 – Eligible Program
• 668.14 – PPA
• 668.25 – Third-Party Servicer Contracts
•
•
FSA Handbook, Volume 2, Chapter 5
Comprehensive Transition and
Postsecondary (CTP) Program
•
HEA allows an eligible student with an intellectual
disability attending an eligible comprehensive
transition and postsecondary (CTP) program to
receive:
Federal Pell Grant
• Federal SEOG
• Federal Work-Study
•
Comprehensive Transition and
Postsecondary (CTP) Program
•
Implementing regulations can be found at 34
C.F.R. 668, Subpart O
• Use CIP Code 30.9999 on e-app
• To be eligible, the CTP Program must
• Include an advising and curriculum structure
• Require students with ID to participate in courses
and activities with students without disabilities
Comprehensive Transition and
Postsecondary (CTP) Program
•
To be eligible, the CTP Program must
• Be offered by an Institution of Higher Education
(IHE) participating in Title IV
• Be delivered to students physically attending
• Be designed to support students with intellectual
disabilities (ID) in preparation for gainful
employment
Comprehensive Transition and
Postsecondary (CTP) Program
•
FSA Review Process:
• Internal Review of E-App and SAP Policy for
general eligibility requirements
• External Review of narrative description for clear
explanation of how all CTP program specific
required elements are met
• Performed by professionals with expertise in CTP
programs
Comprehensive Transition and
Postsecondary (CTP) Program
•
To ensure CTP Program description is complete:
• Use page numbers and institution name in the
header
• Include supporting materials
• To ensure E-App is complete:
• Verify that program length is correct
• Include non-credit classes and internship/workbased training
Help with Title IV Questions
•
For Schools & Other Professionals
•
•
•
•
Research and Customer Care Center (RCCC)
1-800-433-7327
[email protected]
For Students
•
•
Federal Student Aid Information Center (FSAIC)
1-800-4FED-AID
Contact Information
•
For follow-up questions on this session, contact
me at:
Annmarie Weisman, Training Officer
[email protected]
215-656-6456
•
To provide feedback to my supervisor, contact:
Jo Ann Borel, Supervisor
[email protected]
281-758-8122
Evaluation
Your attention is appreciated at today’s session!
To provide feedback to me and my supervisor,
please complete an evaluation form.
Thank you!!!
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