2013-14 and Summer 2014
Credit Reporting Requirement
Pennsylvania State Grant Program
Goal of this Webinar
Explain this NEW school requirement
Gather your questions and answer them
Review credit reporting resources
Outlining this NEW Requirement
Why is the information needed?
Who is required to report?
What are the requirements?
When is reporting due?
How do I report?
Where can I find supporting documentation?
Purpose
Why does PHEAA
need this information?
Purpose
What will PHEAA do
with the information?
Purpose
Why can’t PHEAA get
this information
elsewhere?
Requirement
ALL schools are required to report credits
online
in classroom
each awarded term
Lack of distance education offerings does
not change the requirement
required to report zero credits, when
applicable (e.g. 15 in classroom; 0
online)
Requirement
Awarded terms
Registered credits at the time of crediting
Point in time of valid credit
Re-report if change alters ratio of online
versus classroom
Requirement
Clock Hour Programs
Required to convert to credits
Conversion Chart – Cert Procedures
Excel Spreadsheet Conversion available
Clock Hour to Credit Hour Conversion Formula
37.5 Clock Hours
1 Semester Credit
25 Clock Hours
1 Quarter Credit
Requirement
Deadlines
2013-14 academic year = July 31, 2014
2014 Summer = December 31, 2014
Report
Term by term
Reconciliation
No later than deadlines
Unreported
May prevent Spring 2015 disbursement
Requirement
Statistical ONLY – NO PHEAA assumptions on enrollment or Less Than 50%
classroom attendance reporting
Does NOT impact student’s status
Lack of reporting may prevent disbursement at school-level beginning
Spring 2015
Remedial Credits
Classroom Credits
Regular
Remedial
Credits
Credits
12
3
Online Credits
Regular
Remedial
Remedial Exception
0
0
6
0
0
None needed –
student meets fulltime minimum
None needed –
student meets halftime minimum
3
Two-School Enrollment/Visiting/Satellite
‘Winterim’ enrollment
Credit Reporting
Classroom
Online
Credits
Credits
15
0
9
0
Requirement
CHANGES TO ENROLLMENT AFTER
CREDITING – If the ratio of online versus inclassroom credits changes after initial crediting
of the State Grant award, then this new credit
information must be reported. Additionally, if this
new ratio violates the 50 percent limitation on
distance education credits, this may render the
student ineligible for the previously paid State
Grant award which now must be reported as
“less than 50% in classroom” and will likely
result in cancellation of the award.
Requirement
Enrollment at time of crediting
After Crediting
Expected Credit Reporting
Notes
15 in-classroom/0 online
Student drops a class
15 in-classroom/0 online
No action necessary. Ratio of
online to in-classroom
instruction has not changed.
15 in-classroom/0 online
Student adds 3 online
credits
15 in-classroom/3 online
12 in-classroom/3 online
Student withdraws from
school
12 in-classroom/3 online
Ratio has changed even
though does not impact
eligibility. Report new credit
distribution.
No action necessary.
Academic progress affected in
future. Depending on time of
withdrawal, a partial refund
may be due.
6 in-classroom/6 online
Student adds 3 online
credits
6 in-classroom/9 online
Ratio has changed; Impacts
eligibility, must also report
<50% in-classroom attendance.
State Grant cancelled in 30
days unless ADA approval
Requirement
Drops a course
Adds a course
Report change of credits if ratio changes
Report <50% classroom, if appropriate
Receives a grade, including ‘W’
No changes to previously reported credits required
Requirement
When will PHEAA audit
for compliance?
Reconciling Info
How do I know what was
already reported?
Displays
Transmissions
Reports
Viewing Data
Displays
Individual Student Basis
Page 6 of
FG59
Award Tab on
Partner
Interface
Viewing Data
Reports
PageCenter Report
Identify records where credit reporting
is missing
For viewing ONLY – do NOT use to
report information to PHEAA
Reporting to PHEAA
Options
1. Transmissions – no limit; varied
criteria
2. Partner Interface – limit 100 at a time
(same criteria)
3. FG5Y – limit 10 at a time (same
criteria)
Unaccepted
Formats
Other formats will not be accepted, these:
Cause manual intervention
Are prone to human error
Resources
www.pheaa.org/training
2013-14 Certification
Procedures
Section I, page 5
Presentation
recording and slides
Q&A
Credit Reporting Tips
Attempted Credit Report
Contact Info
Contact State Grant and Special Programs staff:
Email: sghelp@pheaa.org (an email reserved for financial
aid administrators only)
1-800-443-0646, option 3, option 1 (a private number
reserved for the use of financial aid administrators only)
1-800-443-0646, option 4 – to discuss transmissions