Longwood University
Office of Financial Aid
Policies and Procedures Manual
POLICIES &PROCEDURES MANUAL: SECTION BY SECTION
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 1
TABLE OF CONTENTS
SECTION 1: MANUAL INTRODUCTION
1.1
Introduction to the Financial Aid Office
1.2
Purpose & Philosophy of the Financial Aid Office
1.3
Policies & Procedures Development Responsibilities
1.3.1
Responsible Personnel
1.3.2
Documents & Methods
SECTION 2: ADMINISTRATIVE ORGANIZATION & OFFICE MANAGEMENT
2.1
Institutional & Divisional Structure
2.2
Financial Aid Office Structure & Position Responsibilities
2.2.1
Director of Financial Aid
2.2.2
Senior Assistant Director of Financial Aid
2.2.3
Assistant Director of Financial Aid
2.2.4
Financial Aid Counselor-Front End
2.2.5
Scholarship Coordinator
2.2.6
Financial Aid Counselor-Verification
2.2.7
Financial Aid Counselor-Systems
2.2.8
Financial Aid Counselor-Direct Loans
2.2.9
Financial Aid Counselor-Perkins and Private Loans
2.2.10 Financial Aid Counselor-Veterans Benefits
2.2.11 Financial Aid Organizational Chart
2.2.12 Financial Aid Office Layout
2.2.13 Personnel Policies
2.3
Frequent Contact Information
2.3.1
Third-Party Servicers
2.4
General Financial Aid Office Administration
2.4.1
Accommodations for Disabilities
2.4.2
Appointments with Staff
2.4.3
Treatment of Correspondence/Forms
2.4.4
Telephone
2.4.5
Confidentiality of Student Records
2.5
Records Management & Retention
2.5.1
Safeguarding Electronic Records
2.6
Information Sharing & the Family Educational Rights & Privacy Act
2.6.1
Internal Disclosure
2.6.2
External Disclosure
2.6.3
Authorization Consent Form
2.6.4
Information Release via Telephone
2.6.5
FERPA Related Recordkeeping Requirements
SECTION 3: FINANCIAL AID PROGRAMS
3.1
Institutional Eligibility Requirements
3.1.1
Program Eligibility
3.1.1.1 Ineligible Programs
3.1.1.2 Evaluation of New Programs
Page 2
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
3.1.2
Administrative Capability
3.1.2.1 Provisions
3.1.2.2 Administration
3.1.2.3 Responsibilities of Institutional Offices
3.1.2.4 Separation of Duties
3.1.2.5 Records
3.1.2.6 Electronic Processes
3.1.2.7 Information Discrepancies
3.1.2.8 Reviews & Proceedings
3.1.2.9 Cohort Default Rates
3.1.3
Financial Responsibility
3.1.4
Reporting & Reconciliation
3.1.4.1 Fiscal Operations Report and Application to
Participate
3.1.4.2 National Student Loan Data System
3.1.4.3 Program-Specific Reporting
3.2
General Title IV Student Eligibility Requirements
3.3
Federal Aid Programs in Which Institution Participates
3.3.1
Federal Work-Study Program
3.3.1.1 General Employment Conditions & Limitations
3.3.1.2 Federal Share Limitations
3.3.1.3 Fiscal Procedures & Recordkeeping
3.3.1.4 Job Location and Development Program
3.3.2
Second Federal Program
3.3.3
Third Federal Program
3.3.4
Fourth Federal Program
3.3.5
Fifth Federal Program
3.3.6
Sixth Federal Program
3.3.7
Seventh Federal Program
3.3.8
Eighth Federal Program
3.3.9
Ninth Federal Program
3.3.10 Tenth Federal Program
3.4
State Aid Programs in Which Institution Participates
3.4.1
First State Program
3.4.2
Second State Program
3.4.3
Third State Program
3.5
Institutional Aid Programs
3.5.1
First Institutional Program
3.5.2
Second Institutional Program
3.6
Other Aid Programs
3.6.1
First Other Program
3.6.2
Second Other Program
SECTION 4: INSTITUTIONAL REQUIREMENTS RELATING TO EDUCATION LOANS
4.1
Private Education Loan Disclosures
4.2
Preferred Lender Arrangements
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 3
4.2.1
4.2.2
4.2.3
4.2.4
Preferred Lender Lists
Preferred Lender Arrangement Disclosures
Preferred Lender Arrangement Annual Report
Agreements Related to the Marketing of Private Education
Loans
4.2.5
Preferred Lender Arrangement Code of Conduct
4.3
Private Education Loan Applicant Self-Certification Form
4.4
Direct Loan Disclosures
SECTION 5: STUDENT CONSUMER INFORMATION REQUIREMENTS
5.1
Federal Student Consumer Information Requirements
5.1.1
Notice to Enrolled Students
5.1.2
Financial Aid Information
5.1.3
Institutional Information
5.1.4
Completion or Graduation Rate
5.1.5
Annual Security Report
5.1.5.1 Timely Warnings and Emergency Notifications
5.1.5.2 Campus Crime Log
5.1.6
Student-Athlete Completion or Graduation Rate
5.1.7
Athletic Program Participation and Financial Support Report
5.1.8
Annual Fire Safety Report
5.1.8.1 Fire Log
5.1.9
Other General Disclosures
5.2
State-Required Consumer Information
5.3
Accrediting Agency Consumer Information
5.4
Title IV Loan Counseling
5.4.1
Entrance Counseling
5.4.2
Exit Counseling
SECTION 6: APPLICATIONS & FORMS
6.1
Application Process
6.2
Forms
6.3
Deadlines
6.4
Document Assignment, Collection, & Tracking
6.5
Pre-Award Appeals
SECTION 7: FILE REVIEW
7.1
Verification
7.1.1
Selection of Applicants to be Verified
71.2
Acceptable Documentation & Forms
7.1.3
Data Elements to be Verified
7.1.4
Conflicting & Inaccurate Information
7.1.5
Student Notification of Verification Changes
7.2
Database Matches, Reject Codes, & C-Codes Clearance
7.2.1
Social Security Administration (SSA)
7.2.2
Department of Homeland Security (DHS)
7.2.3
Selective Service System
7.2.4
National Student Loan Data System (NSLDS)
Page 4
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
7.2.5
Department of Health and Human Services (HHS)
7.2.6
Department of Defense (DoD)
7.2.7
Department of Justice (DOJ) via ED Hold FIle
7.3
Review of Subsequent ISIR Transactions – Postscreening
7.3.1
Insert postscreening process
7.3.2
Insert postscreening process
7.3.3
Insert postscreening process
7.4
Additional Institution-Specific Data Elements
SECTION 8: STUDENT BUDGETS
8.1
Various Student Populations
8.2
How Budgets are Derived & Updated
8.3
Available Funds & Number of Eligible Students
8.4
Additional Costs
8.5
Budget Restrictions
8.6
Budget Waivers
8.7
Budget Appeals
SECTION 9: AWARDING & PACKAGING FINANCIAL AID
9.1
Packaging Philosophies
9.2
Available Funds & Number of Eligible Students
9.2.1
Campus-Based Program Amounts
9.3
Packaging Groups
9.4
Determining Award Amounts
9.4.1
Program-Specific Award Amount Determinations
9.5
Package Construction
9.6
Packaging Other Educational Resources
9.6.1
Student Support Services Grants
9.6.2
Gaining Early Awareness and Readiness for Undergraduate
Programs Funds
9.6.3
AmeriCorps Benefits
9.6.4
Vocational Rehabilitation Benefits
9.6.5
Bureau of Indian Affairs Grants
9.6.6
Health & Human Services Program Grants & Loans
9.7
Employer-Provided Educational Assistance
9.8
Summer Awards
9.9
Award Package Notification
9.9.1
Packaging Appeals
9.9.2
Award Package Revisions
9.10 Overawards & Overpayments
9.10.1 Resolving an Overaward or Overpayment When Student is
Liable
9.10.2 Resolving an Overaward or Overpayment When School is
Liable
SECTION 10: PROFESSIONAL JUDGMENT
10.1 PJ Authority and Individuals Who May Exercise It
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 5
10.2
Circumstances for Which PJ Adjustments are Allowed and Resulting
Actions Taken
Requests for PJ Consideration
PJ Documentation
10.3
10.4
SECTION 11: DISBURSEMENTS
11.1 Definition of Disbursements and Disbursement Methods
11.2 Disbursement Dates and Schedules
11.3 Student and Parent Authorizations
11.3.1 Disbursing FWS Funds to Pay Current Award Year Institutional
Charges for Tuition, Fees, Contracted Room and Board, and
Other Educationally-Related Goods and Services
11.3.2 Disbursing FWS Funds to Pay Prior Award Year Institutional
Charges
11.3.3 Disbursing Title IV Funds (Other Than FWS) to Pay Current
Year Educationally-Related Institutional Charges Other Than
Tuition, Fees, and Contracted Room and Board
11.3.4 Disbursing Title IV Funds (Other than FWS) to Pay Prior Award
Year Educationally-Related Institutional Charges Other than
Tuition, Fees, and Contracted Room and Board
11.3.5 Holding Excess Title IV Funds (Credit Balances)
11.4 Student and Parent Notifications
11.4.1 Amounts of Expected Title IV Funds and Disbursement
Information
11.4.2 Crediting Title IV Loan Proceeds and the Borrower’s
Cancellation Right
11.4.3 Crediting TEACH Grant Funds and the Student’s
Cancellation Right
11.5 Undeliverable Title IV Funds
11.6 Recovery of Title IV Disbursements When Student Does Not Begin
Attendance
SECTION 12: SATISFACTORY ACADEMIC PROGRESS
12.1 Process Overview & Responsibilities
12.2 Same As or Stricter Than
12.3 Qualitative Measure
12.4 Quantitative Measure
12.5 Increments
12.6 Probationary or Conditional Periods
12.7 Categories of Students
12.8 Treatment of Nonpunitive Grades, Repeated Courses, Audited
Courses, Pass/Fail Courses, Withdrawals, & Incompletes
12.9 Treatment of Remedial, Enrichment, & English as a Second
Language Courses
12.10 Treatment of Transfer, Consortium, Change of Major, Second
Degree, & Second Major Courses
12.11 Completion of Degree Requirements
Page 6
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
12.12 Notices
12.13 Appeals
12.13.1 Documentation
12.14 Regaining Eligibility
SECTION 13: RETURN OF TITLE IV FUNDS
13.1 Process Overview & Applicability
13.2 Withdrawal Date
13.3 Formula Calculation
13.4 Post-Withdrawal Disbursements
13.5 Returning Unearned Funds
13.5.1 Overpayment Resolution
SECTION 14: INSTITUTIONAL REFUNDS
14.1 Institutional Refund Components
14.2 Institutional Refund Repayment Appeals
14.2.1 Documentation
SECTION 15: TITLE IV FRAUD
15.1 Student Fraud
15.2 Institutional and Third-Party Fraud
15.3 Referrals
SECTION 16: AUDITS
16.1 Type of Audit
16.2 Audit Submission Schedule
SECTION 17: RESERVED FOR INSTITUTION
SECTION 18: APPENDICES
18.1 Forms & Correspondence
18.2 Resources & Reference Documents
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 7
SECTION 1: MANUAL INTRODUCTION
Resources
1.1
Introduction to the Financial Aid Office
The Office of Financial Aid at Longwood University (OFA) is
committed to helping students achieve their educational goals
in accordance with federal, state, and institutional policies.
Explicated in the pages that follow are ways in which the OFA
ensures that compliance. We welcome all interested parties to
view this manual and are interested in feedback you have
regarding its contents or presentation.
 Office Location: Lancaster G05
 Hours of operation: Monday-Friday 8:15am-5pm
 Telephone : 434.395.2077 Toll Free: 1.800.281.4677
 Fax: 434.395.2829
 E-mail: finaid@longwood.edu
 Public website: http://www.longwood.edu/financialaid/
Use and scope of the manual:
This manual is intended for use by staff in the Office of Financial
Aid at Longwood University as well as any other interested
parties. The information contained in this manual is to detail as
much as possible the policies and procedures of this office, as
well as any references that are applicable to these policies and
procedures.
Last updated: 03/23/2011
Page 8
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
1.2
Purpose & Philosophy of the Financial Aid Office
Resources
Include a statement that describes how the philosophy and
operation of the financial aid office complement and support
the school’s philosophy and mission.


Financial Aid Mission Statement:
o The mission of the Financial Aid Office is to provide
financial assistance to students, who, without such
aid, would otherwise be unable to pursue a college
education; and to provide quality customer service
to ensure that students and families understand the
complexities of the financial aid process. Financial
aid programs will be administered with integrity in
order to help as many students as funding will
permit.
The Purpose of Financial Aid:
o To provide access to higher education to any
student who has the desire and ability to benefit
from post secondary education
o To provide the student a choice among schools
without regard to their cost or the student’s
resources.
o To provide students with the financial means to
enable them to complete their chosen program of
study.
Last updated: November 15, 2008
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 9
1.3
Policies & Procedures Development Responsibilities
Resources
The Policies and Procedures manual will be updated on a rolling
basis. As policy decisions are changed and new processes
become part of daily office functions, this manual will be
updated as necessary. It is the responsibility of each staff
member to report changes in his or area to ensure the accuracy
of this manual.
Often members from other offices on campus will be affected
by changes in policy or procedure within OFA. When this is the
case, all affected staff will meet to discuss the best recourse of
action and implantation of new policies and procedures. When
necessary policy and procedural changes will be routed to
other offices for approval.
Last updated: March 29, 2011
1.3.1
Responsible Personnel
Each staff member in the OFA is responsible for updating
his or own procedural changes. A review of procedures is
done at least annually. This is initiated by an Assistant
Director in the OFA who has the overall responsibility of
keeping the Policy and Procedure Manual up to date.
Any and all policy changes are approved by the Director
of Financial Aid.
When changes are made to OFA policy and/or
procedures that affect other areas of the University, those
areas are notified and/or consulted as necessary. This
information is conveyed in person as well as in writing
(typically e-mail format).
Last updated: March 29, 2011
1.3.2
Documents & Methods
OFA keeps abreast of new regulations in the following
ways:
 Daily updates via email from the National
Association of Financial Aid Administrators
Page 10
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010



(NASFAA).
Updates from the Virginia Association of Financial
Aid Administrators (VASFAA) listserv.
The IFAP website publishes training, archived
webinars, Dear Colleague Letters, and Federal
Registers. http://www.ifap.ed.gov/ifap/index.jsp
The print version of the Student Aid Handbook is
kept in the Director of Financial Aid’s office. ED
sends an update version of the handbook annually.
Last updated: May 2, 2010
SECTION 2: ADMINISTRATIVE ORGANIZATION & OFFICE MANAGEMENT
Resources
2.1
Institutional & Divisional Structure
At Longwood University, the Office of Financial Aid is responsible
for awarding financial aid and determining student and
program eligibility for financial aid programs. The Office of
Student Accounts is responsible for disbursing those funds to the
student accounts and/or the students themselves when they are
owed a refund.
2.2
668.16(b)(4)
668.16(c)
Financial Aid Office Structure & Position Responsibilities
2.2.1
2.2.2
© NASFAA 2010
Director of Financial Aid
Senior Assistant Director of Financial Aid
Longwood University Office of Financial Aid
Policies & Procedures
Resources
668.16(b)(1),(2)
28 CFR 35 and
36.301-310
34 CFR 104
2009–10 FSA
Handbook,
pp. 2-122, 2124
Page 11
2.2.4
Financial Aid Counselor-Front End
Longwood University
Position Description
Position Title:
Financial Aid Counselor
Position Purpose:
To provide financial aid services and exemplary
customer service to all constituents of the Longwood
University Office of Financial Aid.
Organizational Structure:
The Office of Financial Aid reports to the VicePresident for Administration and Finance. This position
will report to the Director of Financial Aid within the
Office of Financial Aid.
Essential functions and Responsibilities: Listed as follows but not limited to:










Page 12
Front end customer service representative - Greets all students/families as
they come into the financial aid office. Service or direct students and
families to the respective financial aid counselor.
Grant Origination and Extraction – Runs a job through banner which
originates and extracts all Pell, ACG and Smart grants to the Department of
Ed. for response.
Import Response files – Imports into banner all response files from the
Department of Education. These files load as accepted, rejected, or
corrected for Pell, ACG, and SMART grants.
Works response files – Correct the rejected or corrected files for Pell, ACG
and SMART grants that are loaded into banner from the Department of
Education.
Reconciles Endowments – runs a business objects report for a list of
endowment recipients, request payment from University Advancement,
and at the end of each semester and year, reconciles all endowment
funds with University Advancement and Student Accounts in excess of over
1 million dollars.
Reconciles funds - reconciles all Federal, State, Athletic and Endowment
funds with Student Account in excess of over 5 million dollars.
U.S. News and World Reports - Coordinates data with the Assessment and
Institutional Research Office for the annual Peterson’s Survey and U.S. News
and World Report.
Satisfy Tracking documents - Logs in all verification documents as received
for the verification process.
Transfer Monitoring - Monitors all transfer students throughout the year
through a banner transfer monitoring process.
Advising - Individual and group advising of students and parents regarding
all aspects of the financial aid process.
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010












Summer School Applications – Logs in all summer school applications
Work Study – Logs in all federal work study hours for every office on
campus. Monitors, through a report, all over awarded work study student
Reconciles Work Study - Reconciles all federal work study funds monthly
and at the end of the year with the Career Center and Payroll Office
Counseling – counsel students and families about the financial aid
programs to include college costs, indebtedness, money management
and financial planning, individualizing information to the particular needs
and situation of the student.
Public Speaking – Presents financial aid information/overviews to
prospective students and families at admission open houses
Open House Participant - Mans financial aid table at several open houses
throughout the year for prospective student and families
Inner Office Mail - Opens, dates, and delivers inner office mail
Faxed Documents - Receives and dates all faxes received in the financial
aid office
High School Presentations - Preparing and presenting information regarding
financial aid, scholarships, grants and employment opportunities to various
campus groups, high school student and parents.
Web Site – Maintains financial aid website through Frontpage/Reddot
Maintains Printed Material – Creates and/or updates all hard copy material
for the website and inner office use
Plans Retreat – Schedules and plans financial aid office retreats.
Physical Demands:
and other light lifting
Requirements:



Minimal, some lifting of supplies, reams of paper
Required Education, Certification, License and/or Work
Experience: This position requires excellent interpersonal
and analytical skills, and aptitude for numbers and a
strong attention to detail. The counselor must also
demonstrate the ability to manage complex programs
and to understand and implement complex federal,
state, and institutional regulations and policies. In
addition, the individual must be able to work both
individually and as part of a team. Excellent computer
skills are also required. Bachelor degree preferred, but
not required.
2.2.5
Scholarship Coordinator
Provides customer service to students and parents through visits to the
office, telephone, or email.
Manages the financial aid e-mail account, forwarding e-mails to the
appropriate counselor.
Presents financial aid workshops for students and parents at area high
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 13












Page 14
schools.
Works Admissions Open Houses as a financial aid representative, talking to
students and parents about the financial aid process.
Coordinates the scholarship programs, which includes University and outside
scholarships. Enters on Banner endowed scholarships totaling approximately
$1 million, adjusting aid when necessary and verifying enrollment. Posts a
message on the student’s Banner applicant message form indicating the
name of each scholarship awarded and sends an email to alert each
student a change has been made to financial aid.
Awards and disburses approximately 65 foundation scholarships. Reviews
scholarship applications and the FAFSA results to determine eligibility for the
scholarships. Selects recipients. Posts a message on the student’s Banner
applicant message form indicating the name of each scholarship awarded
and sends an email to alert each student a change has been made to
financial aid.
Assigns a fund code for new scholarships and requests a detail code from
Student Accounts for posting to fund management and fund base data in
Banner.
Posts outside scholarships (totaling $700,000) when award notification is
received to the award screen in Banner. Enters a message on the Banner
applicant message form to inform the student the scholarship has been
posted to financial aid. Enters a comment on the comment form to identify
each scholarship, amount of scholarship, fund code and detail code, and
sends an email to alert each student a change has been made to financial
aid. Notebooks with copies of all checks and scholarship letters are kept for
reference.
Posts all departmental grants, RA’s, RTA’s, graduate assistants, ROTC
awards, and third party payments, adjusting aid when necessary and
notifying the student of the change to the award.
Posts and verifies enrollment for Out of State Grant Programs, including D.C.,
Vermont, Pennsylvania, and Rhode Island. Posts and verifies enrollment for
other outside programs such as Gear Up, Tobacco Scholarship, etc. These
programs award a little over $200,000.
Reconciles the outside scholarship payments with the Cashiering Office.
When student withdraws from the University, processes request for funds to
be returned to the awarding organization. Prepares invoices for payments
from the awarding organization when requested.
Process budget changes for the Study Abroad students.
Serve as a back-up to the verification counselor.
Processes office payroll twice per month.
Manages student records, which includes purging of the records, when
appropriate, each year. Works with student employees in accomplishing this
task and in keeping all documents received in an orderly manner until the
documents are scanned.
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010








Conducts the yearly inventory of office equipment, processes surplus
requests, and additions to fixed assets.
Checks the office supplies monthly and requests items to be ordered, as
needed.
Updates the consumer information that is disseminated to students and
parents throughout the year.
Coordinates the assignment of financial aid counselors to work Admissions
events, Orientation, and August Move-In.
Serves as the primary presenter at area high school financial aid workshops.
Assists with Virginia’s Super Saturday, helping students and parents
complete the FAFSA.
Chairs the Student Advisory Committee which assists the office in gathering
information from the students in how we can better communicate the
financial aid process.
Determines what documentation is needed to resolve problems and
contacts students, federal/state agencies for resolution.
2.2.6
Financial Aid Counselor-Verification
2.2.7
Financial Aid Counselor-Systems
Office of Financial Aid
Position #000083
Information Technology Specialist I
Systems Manager
Position Description:
 Read all new functional Banner Releases and share with other financial aid
staff as appropriate. IT requires that we test each new release, upgrade,
and patch in our Banner test instance to ensure there are no “bugs” before
we load the information into the Banner production environment. Prepare
a test plan with the new changes and modifications listed in the Functional
Release Guide. Distribute the reading material and test plan to the
financial aid staff to allow them to test the upgrades in their areas. Compile
all of the testing in our office. Complete the test plan template, acquire
signatures, and turn in the test plan to IT so the release can be loaded into
production. Once a release or patch has been loaded into Banner
production, make all the necessary changes and/or modifications to
screens and processes for the Office of Financial Aid.
 Responsible for the New Year Aid Roll to Banner – this updates data for
each new academic year, which allows financial aid to process student
awards. There are 156 screens that must be updated. Information must be
collected from other staff for this process to be accurate.
 Receive all message classes from the Department of Education through
EdConnect software. Make any necessary updates or changes that are
requested. Share information with the position responsibile for COD and
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 15









Page 16
Pell. Maintain all administrative rights and update security with the
Department of Education for all financial aid officers that have access.
Update the EDE software as needed with each new release. Follow up
with a test plan.
Run the daily and/or weekly maintenance cycle of FAFSA ISIR records –
depending on time of year. Load the ISIR records into Secure Shell and
then to Banner. Run the processes for grants, SAP status, CFLAG or Reject
groups, Tracking, Budgeting, and Packaging Groups. Monitor any
corrected ISIR that loads in and determine if it needs to be current and
make necessary adjustments. Make any changes to award packages,
grouping, and add tracking documents if necessary. Satisfy any CFLAG or
Rejects that may have been corrected and load them accordingly.
Monitor a Discrepancy Report for SSN and Date of Birth – have Admissions
or Registrar’s Office make the necessary changes on the student record.
Monitor these changes accordingly. Clean out the Suspense files and
make sure records are loaded if admitted to Longwood University.
Responsible for awarding the students with the system and manually as
needed. Monitor Federal, State, and Institutional Grant funds. Award
grants, track expenditures, reconcile funds, and check for over-awards,
adjusting aid packages as necessary. Keep these funds in compliance
with Federal Regulations.
Responsible for any type of budget change and correcting aid packages.
Freeze enrollment – Adjust budgets and aid accordingly. Run an OverAward Report and fix any problems with aid.
Load the ISIR records into Banner
Run the processes for grants, SAP status, CFLAG or Reject groups, Tracking,
Budgeting, and Packaging Groups.
Acts as a back-up for the summer school award process. This requires
accessing 12 screens in Banner to revise students’ budgets, expected
family contributions, need, and enter awards. Summer school is a manual
process in Banner.
Monitor any corrected ISIR that loads in and determine if it needs to be
current and make necessary adjustments. Satisfy any CFLAG or Rejects
that may have been corrected and load them accordingly.
Responsible for reports in the Office of Financial Aid. Run (and possibly
tweek) Crystal Reports, Sequel Reports, and Pop Sels in Banner. These
reports are used in many various aspects for the office. They will assist staff
members with their jobs, they will be utilized to clean up all Financial Aid
Records for an academic year (ex. tracking requirements, offered aid). The
information from various reports will be used to compare and analyze
statistical data for the FISAP and SCHEV reports that are performed
annually. We will compare expenditures in various funds as needed to
configure award programs for the aid year.
Provide Customer Service with students in the office, by phone or email,
and work special events.
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010

Assist with the FINAID email account.
Send out all electronic communication with the students from the office.
Respond to all emails and messages within 48 hours.

2.2.8
Financial Aid Counselor-Direct Loans
To coordinate and administer Stafford and Parent (PLUS) loans for all
eligible students.

Provides understanding and support to students about all loan programs.

Counsels students and parents in all aspects of the Federal Direct Loan
Program, and general aspects of the entire multifaceted financial aid
operation in a courteous and professional manner.

Provides a high level of customer service in responding to telephone,
written and personal requests for problem solving.

Manages and controls the delivery of Stafford student and Parent (PLUS)
loans funds. Responsible for the complete loan cycle from application to
delivery of funds.

Responsible for proration of Stafford loans.

Completes electronic transmissions of loans via Common Origination and
Disbursement (COD).

Completes electronic transmissions of Entrance Counseling, Master
Promissory Notes for Parents and Students, Parent PLUS loan applications,
and Booking Notices via Common Origination and Disbursement (COD).

Coordinates the return of loan funds to the Department of
Education/servicers with Student Accounts for the University, students,
parents, and the R2T4 process.

Responsible for reconciliation between Common Originations and
Disbursement, Financial Aid, and Accounts Receivable.

Responsible for supporting the Perkins/Private Loan Counselor and that
positions’ operation when that employee is out for any reason.
2.2.9
Financial Aid Counselor-Perkins and Private Loans
1. Administer Private Loans
a. Retrieve private loans daily from ELM
b. Verify students enrollment and eligibility
c. Put loan on the students financial aid package
2. Manage Short-term loans
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 17
a. Get students to fill out short term loan paper work
b. Determine the students eligibility
c. Fill out a request of funds form for student accounts
d. Retrieve check from student accounts
e. Maintain a copy for financial aid records
3. Maintain the Perkins loan program
a. Send out copies of promissory notes and disclosure statement to all
students who have accepted Perkins
b. Receive them back in the mail after they have been signed
c. Scan into Nolij and send them up to Kathy Motley
d. Report amounts and who received to campus partners for the
current semester
e. Reconcile Perkins given from the school with campus partners
f. Make sure all records stay up to date in campus partners
g. After the second semester go in and update the second disbursed
amount
4. Exit packages/ interviews
a. Each month get reports with students who have withdrawn, dropped
below half-time, or graduated and send them exit letters
5. Default prevention
a. Each month mail students behind in payments a reminder that they
need to pay











Page 18
2.2.10 Financial Aid Counselor-Veterans Benefits
Responsible for maintaining the Veterans Educational Benefit programs in
relation to financial aid awards
Provides a high level of customer service to students and families
Explains financial aid packages, costs, etc.
Counsels in depth with regard to consequences of withdrawal from the
University, SAP issues, as well as issues related to Program
responsibilities
Keeps abreast of all Federal regulations and changes. This involves
extensive reading as well
as participation in webinars, financial aid training, and conferences.
Assists with “Satisfactory Academic progress” process
Assists with “Return of Federal Funds” process
Assists with management of Federal, State, and Institutional financial aid
programs
Assists with maintenance and electronic posting of policies and procedures
Assists with information collection for consortium agreements between
Longwood and other institutions
Assists with Year Round Pell awarding for students enrolled in Summer
School
Collects required documents from students with a C Flag on their ISIR and
satisfies the requirement in BANNER
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010



Acts as back-up for Federal Verification processing
Acts as back-up for Federal Direct Loan processing
The financial aid staff assists the admissions office with 8-12 open houses
and programs per year. We also give financial aid workshops and
presentations at high schools and for various programs on campus. Most of
these events are at night or on weekends. All staff assists with at least one,
and usually several, of these programs.
2.2.11
Financial Aid Organizational Chart
Karen
Schinabeck
Director
Melissa
Davis
Assistant
Director
Gayle
Covington
Senior
Assistant
Director
Shawn
Clements
Direct Loan
Counselor
Robin Gregory
Perkins and
Private Loan
Counselor
Bettie Bass
Scholarship
Coordinator
Sharon
Drinkard
Programming
Manager
© NASFAA 2010
Caroline
Gibbs
Financial Aid
CounselorFront End
Terry Harris
Financial Aid
CounselorVerification
Longwood University Office of Financial Aid
Policies & Procedures
Matthew
Lawson
Financial Aid
CounselorVeterans
Benefits
Page 19
2.2.12
2.2.13
Financial Aid Office Layout
Personnel Policies
Policies
Longwood University’s policies for hiring, evaluating, promoting,
taking disciplinary action, and terminating a staff member are
available in the Office of Human Resources.
Last updated: November 8, 2008
Page 20
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Procedures
Information on performance evaluations (e.g., evaluation
criteria, frequency, appeals, etc.), address absence approvals
and dress code are available in the Office of Human Resource
Last updated: November 8, 2008
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 21
2.3
Frequent Contact Information
The listing below provides titles, job descriptions, telephone numbers,
and e-mail addresses of all employees elsewhere in the school with
who aid office staff members have frequent contact.
Resources
668.16(
b)(4)
Admissions
 Bob Chonko
o Dean
o chonkorj@longwood.edu
o Ext. 2590
 Sallie McMullin
o Senior Associate Director
o mcmullinsd@longwood.edu
o Ext. 2598
Athletics
 Michelle Meadows
o Associate AD for Student-Athlete Enhancement/SWA
meadowsme@longwood.edu
o Ext. 2429
 Nick Schroeder
o Director of Compliance
o Ext. 2417
Bookstore
 Jamie Hillman
o 391-1240
Cashiering and Student Accounts
 Bruce Jenkins
o Director
o jenkinsbt@longwood.edu
o Ext. 2270
 Karin Warner
o Accounts Receivable Manager
o warnerkj@longwood.edu
o Ext. 2068
 Kathy Motley
o Monthly Payment Plan, Collections, Perkins repayment
o motleykr@longwood.edu
o Ext. 2268
 Jenise Shumaker
o Refunds
o shumakersj@longwood.edu
o Ext. 2269
 Anne Vaughn
Page 22
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
o Systems Manager, billing
o vaughanea@longwood.edu
o Ext. 2388
Registration
o Glen Parker
o Registrar
o parkergt@longwood.edu
o Ext. 2580
 Hannah Ledger
o Veterans Benefits
o Ext. 2580
2.4
General Financial Aid Office Administration
Resources
 OFA is open 8:15am to 5pm Monday through Friday, except on
approved federal, state, and institutional holidays.
 OFA holds weekly staff meetings.
 Calendar of financial aid activities:
January


SAP Appeal
February

March

Mail out new
reviews
student award
Spring grant
letters
renewals

A&F annual
retreat
April

May

New student
June

deposits Due
May 1
scholarships

Perform grant

SAP Review
program

Unofficial W/D
renewals

Pell and F grade

report

Summer School
SAP Appeal
reviews

starts
© NASFAA 2010
Award endowed
New Student
Orientation
Longwood University Office of Financial Aid
Policies & Procedures
Page 23
July

August
Fall Bills sent to

students

Summer School
September

ends
SAP Appeal

Unofficial W/D
reviews

Pell and F grade
Student refunds
processed
report

SAP Appeal
reviews

October

November


December
OFA annual

SAP review
retreat

Unofficial W/D
Spring Bills sent to

Pell and F grade
students
report

 On-going Financial Aid Activities:
o Return to Title IV Calculations
o Updating Policies and Procedures Manual
Last updated: June 9, 2011
2.4.1
Accommodations for Disabilities
Policies
OFA provides accommodations for students with disabilities in
accordance to applicable federal, state, and institutional
policies and regulations. The Office of Disability Resources is
prepared to help students and departments meet the needs of
students with disabilities.
28 CFR
35 and
36
34 CFR
104
Last updated: June 9, 2011
2.4.2
Appointments with Staff
Policies
Students are allowed to make appointments with staff as needed 668.16(
and as the staff member schedule allows. Appointments with
h)
individual staff, although allowed are not typical. Generally, any
Page 24
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
staff member is available to meet with a student without an
appointment.
Last updated: June 9, 2011
Procedures
Longwood University
Office of Financial Aid
Making Appointments with Staff
668.16(
h)
Responsible Person: Any staff member can assist a student with making an appointment.
Title: Making Appointments with Staff
Frequency: As needed
Description: This is the general procedure used by staff in the OFA to assist a student or
parent in scheduling appointments with staff.
Activities:
1. A student may initiate a request for an appointment with staff in person, by email, or
over the phone.
2. The staff member currently helping the student will decide who is best suited to help
the student and will then forward the request to that staff member who will
schedule a meeting time with the student.
3. If the student is in the office, the student will most likely be seen right away.
Last updated: June 9, 2011
2.4.3
Treatment of Correspondence/Forms
Policies
The OFA receives correspondence by mail, fax, and electronic
mail. This correspondence includes but is not limited to:
 Responses to requested information (such as Verification
Documentation).
 Requests for additional aid.
 Requests from other schools (i.e.: consortium agreements)
 Information requests from students, parents, and others.
Last updated: June 9, 2011
Procedures
Longwood University
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
GEN-01Page 25
Office of Financial Aid
Treatment of Correspondence
06
2009–10
FSA
Handb
ook,
pp. 2116 to
2-118
Responsible Person: Any staff member can receive and distribute
correspondence.
Title: Treatment of Correspondence
Frequency: Daily
Description: This is the general procedure used by staff in the OFA to receive
and distribute correspondence.
Activities:
1. Mail and Faxed Documents:
a. Documents are received at the front desk. Those transmitted via
fax are collected by any staff member and placed at the
designated location at the front desk.
b. The staff member at the front desk will date stamp all
documents received and log them into BANNER when
appropriate.
c. The staff member at the front desk will also distribute mail to the
appropriate staff member.
2. Email Correspondence:
a. To finaid@longwood.edu:
i. This email address is checked by a designated person in
the OFA. Questions are forwarded to the appropriate
staff to answer their questions.
b. To individual email:
i. Emails are returned within two business days.
ii. When not in the office, staff members will place an outof-office reply on their email messages with alternate
contact information.
Last updated: July 26, 2011
2.4.4
Telephone
Policies
Phone calls into the main financial aid phone number are routed
in the round-robin fashion to staff members who are logged into
the phone-tree system. If needed, calls are forwarded to
appropriate staff members.
People who call an individual will either get the staff member on
the phone or be allowed to leave a voicemail message.
Voicemails are returned within two business days. When staff are
out of the office, an away message is recorded with alternate
contact information.
Page 26
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Last updated: July 26, 2011
2.4.5
Confidentiality of Student Records
Policies
Confidentiality of Student Records is of particular importance to
the OFA and Longwood University. When students come into the
office for counseling, they are asked to present a photo ID to
protect their identity.
Students calling into the office are asked to provide their
Longwood ID, last four of their SSN, and their birth date to prove
their identity.
Parents or other parties calling for student information must know
the above information and they must be listed on the student’s
information release form as part of the requirements of the Family
Educational Rights and Privacy Act (FERPA). Further discussion
about FERPA is available in section 2.6 (Information Sharing & the
Family Educational Rights and Privacy Act) of this manual.
34 CFR
99
16 CFR
313.3(n)
and
314.1-5
2009–10
FSA
Handb
ook, p.
2-118
Last updated: July 26, 2011
2.5
Records Management & Retention
Resources
Policies
The Office of Financial Aid scans and stores all student
documents into the NOLIJ system. These documents include
verification worksheets, tax returns with W2 forms, all loan
information, scholarship letters, review letters, etc. When a
student graduates or withdraws from the University, the student
folder remains stored in the NOLIJ system until a request is made
to expunge the files.
668.14(b)(4)
668.24
674.19(e)
675.19(b)
676.19(b)
682.610(b)
685.309(c)
686.38
The Office of Financial Aid follows The Library of Virginia Records 690.82
Retention and Disposition Schedule, General Schedule 111 when 691.82
destroying documents. All paper documents that must be
retained are retained for 3 years after the end of the last award
year and then destroyed by shredding. Exceptions to this rule
are loan documents which are retained 3 years after final
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 27
payment, cancellation or reassignment of loan and
grant/scholarship rosters which are retained for 3 years after the
end of the school year and then destroyed. Before any
documents are destroyed, a Certificate of Records Destruction is
completed and sent to the Designated Records Officer for
approval. After receiving approval, documents ready for
destruction are boxed, sealed and identified as confidential
financial aid records. A Financial Aid staff member then moves
the boxed documents to Printing Services where they are
shredded by that staff member.
For the past two years, the Office of Financial Aid has begun
scanning every document received into the Nolij web program
and then filing the documents. The documents already in the
student folders are also being scanned and will be destroyed
upon completion of scanning. These documents include tax
returns with W2 forms, verification worksheets, all loan
information, scholarship letters, review letters, etc. After
scanning, any staff member can view these documents through
Nolij. When we are required to merge records from Nolij, the
documents will be moved to a storage device. The Office of
Financial Aid follows the Library of Virginia Records Retention
and Disposition Schedule, General Schedule 111 in merging
documents.
LAST UPDATED: APRIL 8, 2009
Procedures
Describe how the school maintains and complies with all Title IV
record retention requirements. Include information such as:
 A description of the school’s recordkeeping systems (e.g.,
imaging system, paper folders, etc.)
 An explanation of any automated procedures
2010–11 FSA
Handbook,
pp. 2-105 to 2110,
2-115 to 2-118
 The treatment and maintenance of:
Page 28
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
 Active records
 Inactive records
668.24(d)
 Electronic records
 Microfilmed records
 Records on CDs, discs, tapes, or other media
 The access and availability of records for inspection by
auditors, reviewers, etc.
 Disposition of records after the expiration of the record
retention time frame
If you used the subsection format (e.g., 2.5.1, 2.5.2, etc.), the
financial aid office procedures would be detailed under
subsection 2.5.1, and so on. For procedures of other offices, you
could cross-reference those offices’ policies and procedures
and include provisions for interoffice communications.
668.24(f)(1)-(2)
Longwood University
Office of Financial Aid
Imaging Student Record Documents into NOLIJ
Responsible Person: Loan Counselor, who oversees this activity
which is carried out by student workers.
Title: Scanning Student Records into NOLIJ
Description: This procedure is used by student workers who scan,
electronically file, and categorize student records into NOLIJ.
Activities:
1. Search for student file using yellow bar for SIS and teal bar
for BANNER records. Type any of the information
appearing in that bar top search for the student’s record
2. Click on appropriate student name to scan documents
into that file
3. Place documents to be scanned face-down and topdown on tray
4. Click AQUIRE IMAGE
5. Adjust image quality if needed
6. Click SCAN
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 29
7. Index images by right-clicking on the image and selecting
the appropriate index
8. Place multiple images in one index by dragging the
images over one another. (Dragging Image A onto image
B puts image A behind Image B)
9. Place the newest documents to the front of the index
Last updated: May 10, 2011
2.6
Information Sharing & the Family Educational Rights and
Privacy Act
Resources
Policies
99.2
A brief explanation of the purpose of FERPA and its role at Longwood
University:
FERPA allows many exceptions to general rules about who can receive
certain student educational record information. Information about the
exceptions that Longwood follows are available in the Annual Notice that
Longwood must provide every year. You can find the annual notice at the
following website:
http://www.longwood.edu/vpaf/FINAL_POLICY_BASE/1000/1007.htm or in
hard copy format in the Student Handbook.
1. FERPA gives students the right to inspect and review their educational
records
a. Educational records are basically any information in a student’s
file that is directly linked to that student and provides identifying
information about that student.
b. LU students must submit a written request to the University to view
their records and it is LU policy that we respond with permission to
do so within 45 days of that request.
i. LU can charge a fee for a student to make photocopies of
their record.
2. FERPA also gives students the ability to amend their educational records if
appropriate.
a. Students can amend record by submitting a 200 word written
statement to be included in the record. I am not sure who has to
approve this amendment but the student can appeal a decision
not to include it to the president.
3. There are two types of Educational Records:
a. Directory Information
i. Name, Address, email address, local phone number,
major, participation in school activities, class, photographs,
ect…
ii. Generally, this information can be released to anyone
Page 30
Longwood University Office of Financial Aid
Policies & Procedures
99.3,
Education
records
99.10
99.3,
Education
records
99.20
99.3, Disclosure
99.30
99.3, Disclosure
99.31
99.34
99.3, Directory
information
99.37
99.8
99.7
99.3,
Education
records
99.12
© NASFAA 2010
UNLESS the student has signed a restriction form
1. Forms are available on the Registrar’s website—
valid for student’s entire career or until they submit
another form.
2. we are supposed to get information on where to
find a Restriction form in BANNER
b. Non-Directory Information:
i. ID #, race, gender, nationality, grades, conduct info,
employee payment info (ie: FWS earnings), disability info,
financial info, ect…
ii. Generally, this information is not to be shared with any 3rd
parties and only shared with employees if they are LU
personnel with legitimate educational interests UNLESS they
have signed a release form allowing certain individuals
access to certain information
1. This basically just means that LU personnel need the
information to do their job
2. We can release student information to appropriate
individuals/parents if/when:
a. The student’s life is in danger or they are a
treat to anther’s safety
b. A student under 21 has committed an
alcohol or drug related offense
c. LU discloses to victims of violent crimes the
results of disciplinary hearings
d. If the parent requests information and the
student won’t sign a release, Longwood
can release information under the State of
Virginia policy if the parent completes the
Information Request form, proves the
student is on their tax return as a
dependent, and proves parenthood.
e. LU does NOT release information to parents
simply because they provide financial
support or the student is dependent on their
tax return.
f. LU does NOT disclose information to officials
at another institution in which students seek
to enroll
g. According to the Clery Act, a victim of a
sexual assault can be notified of the results
of a disciplinary hearing. FERPA says they
don’t HAVE to be notified, but if they are
notified, the Institution must inform the
student (verbally) that they are not allowed
to share the information with anyone else.
4. Private notes of individual staff/faculty are not considered Educational
records UNLESS they are put in the student’s file
a. We were advised at the meeting to keep private notes separate,
remember, the student can view and amend whatever is in their
files.
b. You can voice concerns about specific students with appropriate
staff (ie: health concerns with Counseling Center or Student
Health) but to avoid any information going in the student’s record,
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 31
you may wish to make a phone call rather than send an email as
emails are subject to FERPA regulations.
5. Police Records are not subject to FERPA, they are subject to the Freedom
of Information Act UNLESS
a. You place a copy of a police record in a student’s file in another
office.
6. Other records not subject to FERPA:
a. Medical records
b. Counseling records
c. Statistical information that does not have ID info
d. Financial records of Parents
e. Alumni records—that is to say records kept by the Alumni
Association
i. ***Others laws govern these types of records***
Last updated: August 5, 2008
2.6.1
Internal Disclosure
Policies
Internal disclosure and access to student information is
controlled in the Registrar’s Office. The Registrar, along
with appropriate department heads will make a
determination to allow access to personnel who they
deem to have a job-related need to access the
information.
Last updated: July 12, 2012
Procedures
All Financial Aid Staff must sign a Confidentiality
Agreement upon employment with the University.
Last updated: July 12, 2012
2.6.2
Information Release via Telephone, Email, and InOffice Visits
Procedures
In order to protect the privacy and identity of our
students, the Office of Financial Aid will only assist students
and families who are able to provide proper identification
when requesting personal financial aid information.
Page 32
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
The following process will be used by the OFA staff
members: When assisting students, or approved individuals
on the student’s information release form, a picture ID, last
4 numbers of the student’s social security number, and
date of birth will be required.
Staff will make sure the provided information matches
what is listed in the Banner system for the student. OFA
expects that anyone else who has questions regarding a
student’s personal financial aid information, and is listed
on the student’s release of information form, to be able to
provide this same information.
We will reply to e-mails received from the students’
Longwood University e-mail account, as students are
responsible for who has access to their e-mail account.
Before we reply to an e-mail from other than a Longwood
account, we will ask for the same identifying information
stated above.
Last updated: June 1, 2009
99.32
2009–10 FSA
Handbook,
pp. 2-113 to 2115
SECTION 3: FINANCIAL AID PROGRAMS
3.1
Institutional Eligibility Requirements
In terms of institutional eligibility, Longwood University is defined
as an Institution of higher education.
Resources
600
600.4
This definition is substantiated in the following:
 Program Participation Agreement (PPA)
 Eligibility and Certification Approval Report (ECAR)
 Accrediting agency letters
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 33
Policies
Longwood, like other institutions, must periodically undergo
recertification of its eligibility; the duration of eligibility is primarily
linked to the expiration the PPA, which expires December 2011.
The Director of Financial Aid tracks the expiration of the PPA and
coordinates the recertification process. The Director also
updates information in the PPA and ECAR.
3.1.1
600.10(d)
600.20(b)(2),(
d),
(e)
668.13(b)
668.14(g),(h)
Definition of Academic Year
Policies
FINANCIAL AID DEFINITION OF ACADEMIC YEAR
The definition of a financial aid academic year at Longwood
University is one in which a student completes a minimum of 30 weeks
of instruction and 24 credit hours.
The following grade level progression applies to all Federal financial
aid programs for students in undergraduate programs of study:
Freshman:
Sophomore:
Junior:
Senior:
1-24 credit hours
25-55 credit hours
56-88 credit hours
89 and above
The definition of full-time status is at least 12 credit hours per term for
undergraduate students and at least 9 credit hours per term for
graduate students.
Enrollment status for a term is determined at the point of enrollment
freeze for financial aid disbursement (currently the day after drop/add
ends). The following definitions apply:
Undergraduate
Graduate
Full time:12+ credit hours
Full time: 9+ credit hours
¾ time: 9 to 11 credit hours
¾ time: 7 or 8 credit hours
½ time: 6 to 8 credit hours
½ time: 5 or 6 credit hours
Less than ½ time:1-5 credit hours Less than ½ time:1-4 credit hours
Last updated: November 8, 2008
Page 34
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
3.1.1.1
Ineligible Programs
Policies
Students must be enrolled as regular students at least
half-time in a degree-seeking program to receive
financial aid at Longwood University. Students enrolled
in prerequisite programs, or as continuing education
students, may apply for a private loan.
Last updated: April 15, 2009
Procedures
Longwood University
Office of Financial Aid
Processing SLP Prerequisite Program Loans
Responsible Person: Loan Counselor
Title: Processing SLP Prerequisite Program Loans
Frequency: As needed.
Description: This procedure details how to package and award
private loans to students taking prerequisite courses for the SpeechLanguage Pathology Graduate program.
Activities:
1. SFAREGQ – Check registration, print schedule
2. Review Bookstore website, www.longwood.bkstore.com , Click
on Textbooks, Enter correct class information on the screen to
get amount of textbooks.
3. RSIAREV – Check the exact amount of tuition and fees charged
for that semester
4. RBAABUD – Enter Group ( SLPPRG) and Aid Period (ex. FALL,)
and then click on Create Budget for one semester, Lock Group
and SAVE
a. NO Transportation given in Budget as all classes are
Online.
5. RNAOV08 – To change Budget duration to one semester only
(4)
6. RPAAWRD – Enter Private loan award and click on Packaging
Group tab to enter SLPPRG in Packaging group, Lock and SAVE
7. RUAMAIL – Enter FA_AWARD under Letter to send Award
notification to student
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 35
8. RHACOMM – Enter a message that student is in SLP Program.
Last updated: January 23,2009
3.1.1.2
Evaluation of New Programs
Policies
List the evaluation criteria a new program must
meet in order to be considered an eligible program,
and indicate the parties or offices responsible for
this evaluation.
600.10(c)
For additional information regarding the evaluation
of new programs, you may wish to refer to the Title
IV Eligibility Checklist: Considerations for Adding
New Programs & Locations under Management
Resources on the NASFAA website at:
http://www.nasfaa.org/publications/2009/TitleIVEligi
bilityChecklist.pdf.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Include a description of the procedures followed to
evaluate the eligibility of new programs and how
new programs are reported. You may want to crossreference the reporting and recordkeeping section
of the manual.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
3.1.2
Administrative Capability
To maintain its participation in the Title IV programs, an
institution must demonstrate it has the capability to
administer the programs adequately by meeting certain
criteria. Give a brief explanation of administrative
capability and include information about the
Page 36
Longwood University Office of Financial Aid
Policies & Procedures
668.16
© NASFAA 2010
administrative capability standards schools are expected
to demonstrate. While it is not required that you list all of
the criteria in your manual, doing so may prove helpful to
financial aid office staff members or other nonfinancial
aid office persons who may review your policies and
procedures manual.
3.1.2.2
Administration
Policies
The institution must:
 Designate a capable individual to be responsible 668.16(b)(1)
for administering and coordinating the
institution’s financial aid programs
 Use an adequate number of qualified persons to
administer the Title IV programs. (You may wish
to cross-reference the financial aid office
structure and position responsibilities section of
your manual if it addresses this criterion.)
668.16(b)(2)
 Communicate to the individual designated as
responsible for administering Title IV programs all
the information received by any institutional
office that impacts a student's Title IV eligibility
668.16(b)(3)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
 List the person responsible for administering and
coordinating the institution’s financial aid
programs.
 List the person(s) who administer the Title IV
programs. Include information about all offices
involved and the qualifications of these
individuals.
 Describe how the institution ensures
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 37
communication of information that impacts a
student’s Title IV eligibility received by any
institutional office to the person(s) listed as
responsible for administering and coordinating
the institution’s financial aid programs.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
3.1.2.3
Responsibilities of Institutional Offices
Policies
The institution must have written information
indicating the responsibilities of various offices with
respect to the approval, disbursement, and delivery
of Title IV program assistance and the preparation
and submission of reports to the Department of
Education (ED). You may wish to cross-reference the
institutional and divisional structure section of your
manual if it addresses this criterion.
668.16(b)(4)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the responsibilities of other institutional
offices as they relate to the administration of Title IV
programs with respect to the:
 Approval, disbursement, and delivery of
assistance
 Preparation and submission of reports to ED
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 38
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
3.1.2.4
Separation of Duties
Policies
The institution must administer the Title IV programs
with adequate checks and balances in its system of
internal controls. The functions of authorizing
payments and disbursing or delivering Title IV funds
must be divided among organizationally
independent individuals so no office has
responsibility for both functions. You may wish to
cross-reference the institutional and divisional
structure section of your manual if it addresses this
criterion.
668.16(c)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe how the authorizing and disbursing
functions are handled in order to ensure the
separation of duties and functions. Include the
procedural responsibilities of all offices involved.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
3.1.2.8
Reviews & Proceedings
Policies
In order to show administrative capability, the
institution must show no evidence of significant
problems that affect the institution's ability to
administer a Title IV program, as identified in:
668.16(j)
 Program reviews conducted by ED, an
accrediting agency, or a state agency
 Audits conducted by ED, an accrediting
agency, or a state agency
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 39
 Internal audits
 Findings made in any criminal, civil, or
administrative proceeding
The institution must not be debarred, suspended, or
engaging in any activity that is a cause for
debarment or suspension, and must not have any
principal or affiliate of the institution that is
debarred, suspended, or engaging in any activity
that is a cause for debarment or suspension.
668.16(k)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Indicate the procedures for maintaining and
accessing the latest program reviews conducted by
ED, an accrediting agency, or a state agency.
Include the latest program reviews and provide the
findings from the latest audits completed by any of
these entities at your institution.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
As part of its on-going training efforts, NASFAA’s SelfEvaluation Guide for Institutional Participation in Title
IV and Other Federal Programs is a tool for
conducting internal and confidential reviews of
financial aid administration. The Guide is available
under Management Resources on the NASFAA Web
site at
http://www.nasfaa.org/Publications/SelfEvalMenu.a
sp.
Information regarding ED’s audit processes may be
found on ED’s eZ-Audit Web site at
www.ezaudit.ed.gov.
Page 40
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
3.1.2.9
Cohort Default Rates
Policies
The institution’s Federal Family Education Loan
(FFEL), Federal Direct Loan (Direct Loan), and/or
Federal Perkins Loan cohort default rates must not
exceed the thresholds defined by ED. If the
institution participates in a default reduction plan,
outline the policies of that plan (whether imposed
by the institution or by ED).
668.16(m)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Include your institution’s latest cohort default rates
for FFEL, Direct Loan, and/or Federal Perkins Loans. If
the institution utilizes ED’s Default Reduction
Assistance Program (DRAP) for Federal Perkins
Loans, include the process by which the institution
identifies borrowers for DRAP.
CB-05-11
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
3.1.4
Reporting & Reconciliation
The institution must reconcile the Title IV programs in which
it participates and must meet reporting requirements. List
all the required Title IV reports. The procedures will be
different for each report. Examples of policies and
procedures for three reports are provided.
3.1.4.1
668.16(i)
Fiscal Operations Report and Application
to Participate
Policies
Institutions that participate in any of the campusbased programs must accurately prepare the Fiscal
Operations Report and Application to Participate
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 41
(FISAP). The FISAP must be submitted in a timely
manner on an annual basis.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Enumerate the step-by-step procedures by which
the FISAP is completed, verified for accuracy, and
submitted to ED. Indicate which offices and
personnel are responsible for each step. Include a
FISAP preparation and submission schedule.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Additional information regarding the FISAP may be
found on ED’s eCampus-Based System website at
https://cbfisap.ed.gov/ecb/CBSWebApp/.
3.1.4.2
National Student Loan Data System
Policies
The institution must accurately report student
information to the National Student Loan Data
System (NSLDS), such as Federal Pell Grant, the Iraq
and Afghanistan Service Grant, and Federal
Supplemental Education Opportunity Grant
(FSEOG) overpayments and Federal Perkins Loan
information.
NSLDS User
Documentati
on
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Detail the steps required to complete and verify the
accuracy of student information reported to NSLDS.
Identify the personnel responsible for each step.
Page 42
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
3.1.4.3
Program-Specific Reporting
Policies
Enrollment Reporting for Direct Loans is handled
within the Registrar’s Office.
COD reporting responsibilities for federal grants and
loans are handled within the Office of Financial Aid.
NSLDS
Enrollment
Reporting
Guide
Reconciliation of these programs is a joint effort
between OFA, SA, and Accounting.
Last updated: July 13, 2011
Procedures
1.
Longwood University
Office of Financial Aid
Originations and Disbursements of Federal Grants
Title:
originations and disbursements of federal grants
(Pell, TEACH)
Responsible Person: Financial Aid Counselor (Front end person)
Frequency:
This is done after add/drop of each semester. The
first file is the largest file. It is done once a week
there after.
Description:
Gathers all Pell and Teach originations and
disbursements. The job results will be sent out in
the extraction process.
1. Go to form RERORxx (xx: represents academic year)
A. Make sure Database is in the printer field
B. You can only originate one grant at a time. You will have
to change what grant is being originated each time.
C. When originating:
i. PELL, put a Y for yes in parameter 02, and a N for
No in parameter 11
ii. TEACH, put Y for yes in parameter 11, and a N for
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 43
no in parameter 02
2. Click the “Save Parameter Set as” box which is located in the
submission block at the bottom
3. F10 to save
4. Message says “saving current parameter values as user level
defaults” click OK
A. Look at the job number displayed at the bottom
B. Check the log first and make sure job completed
successfully
5. Go to OPTIONS (tool bar at top)
6. Click on review output
7. Double click inside box File Name: This is the output for your job.
8. Your RERORxx_######.lis is a list of grant originations (######
represents the job number)
9. This is the job that will be sent in the extracting process
2.
Longwood University
Office of Financial Aid
Extracting Federal Grants
Title:
Extracting federal grants (Pell and TEACH)
Responsible Person: Financial Aid Counselor (Front end person)
Frequency:
This is to be run immediately after the origination
process
Description:
Extracts all Pell and Teach grants.
1. Go to REREXxx. (This job extracts all of the originations and/or
disbursements)
2. Change each time for PELL and TEACH. (You can only extract
one grant at a time.)
A. When extracting:
i. PELL, put a Y for parameter 03 and a N for
parameter 17
ii. TEACH, put a Y for parameter 17, and a N for
parameter 03
3. Click the “Save Parameter Set as” box which is located in the
submission block at the bottom
4. F10 to save
5. Message says “saving current parameter values as user level
defaults” click OK
6. Look at the job number displayed at the bottom
7. Check the log first and make sure job completed successfully
8. Go to OPTIONS (tool bar at top)
9. Click on review output
10. Double click inside box File Name: This is the output for your job.
Page 44
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
11. Your REREXxx_######.lis is a list of grant extractions (######
represents the job number)
12. The name of your file that will be sent to the Department of
Education will be crpg12in.xml (Pell) or crth12in.xml (Teach)
3.
Longwood University
Office of Financial Aid
Sending files through EdConnect
Title:
Responsible Person:
Frequency:
Description:
Sending files through EdConnect
Financial Aid Counselor (Front end person)
Immediately after running REREX11
Sends the extraction file to the Department of
Education.
1. Open software program EDconnect7
2. Go to file at the top and click on new from the drop down
menu
3. Click on Transmission Queue and click OK
4. Check the box for transmit
5. Populate the following:
Tab
Populate with
Activity
send
Project
COD
Cycle
xx-xx (xx: represents academic year)
Description crpgxxin.xml or crthxxin.xml
Message class
crpg11in.xml or crthxxin.xml
File name
populates itself
File size
populates itself
Batch number
populates itself
6. Go back to the top. Click on transmission and transmit now
7. File has been sent to the Department of Education via
Edconnect
4.
Longwood University
Office of Financial Aid
How to use DL Tools for Reconciliation
Responsible Person: Loan Counselor
Title: DL Tools for Direct Loans
Frequency: Monthly
Description: This software is used to reconcile financial aid, accounts
receivable, and COD
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 45
Activities: DL Tools
1. Open DL Tools
2. Log in with your User ID and Password
3. Import DLEXCASH
A. Click on File/Import (or the import button)
B. Click the dropdown arrow and Select Cash Detail
External Add
C. Click File
D. Choose the file DLEXCASH.DAT
E. Click Open
F. Click OK
G. Follow this procedure for importing rest of the files
(DLEXLOAN and DLEXDISB)
4. After all the files have been imported to DL Tools you import
your SAS
A. Click File/Import
B. Click the dropdown arrow for Import Type and Choose
School Account Statement (SAS)
C. Click File
D. Click DSDF11op.dat
E. Click Open
F. Click OK
G. The import statistics window will display
H. Click OK
5. The printout displays summary data and record counts. A SAS
file may not contain cash, loan or disbursement detail if no
transactions have accrued at COD or the file contains monthly
detail and nothing was accepted at COD for the month.
A. Page 1 displays SAS year to date summary on record at
COD
B. Page 2 displays SAS monthly cash summary on record at
COD
C. Page 3 displays the SAS year-to-date disbursement
summary. This section of the report is broken out by
Subsidized, Unsubsidized, PLUS and a total of all loans. It is
also broken out by booked and unbooked and by the
different amounts that make the disbursement amount.
D. Page 4 displays the SAS monthly disbursement summary
E. Page 5 displays the SAS detail import edit report
F. Page 6 displays SAS loan detail import edit report (total
loan detail records added)
G. Page 7 SAS disbursement detail import edit report (total
disbursement detail records added)
6. To print all of the report above you go to:
A. Click File/Print
B. Click the dropdown arrow for Report type and click
what report you are trying to print or display (ex Cash
Detail Comparison)
Page 46
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
i.
ii.
iii.
iv.
School Code: use default
Sort order: Type
Match Status: All
Transaction Date Range: Leave blank until you
are familiar with the reports
7. Take all the reports and check for discrepancies and correct
5.
Longwood University
Office of Financial Aid
Processing Reconciliation for Direct Loans
Responsible Person: Loan Counselor
Title: Reconciliation for Direct Loans
Frequency: Monthly
Description: This procedure is used to reconcile financial aid, accounts
receivable, and COD
Activities:
1. The Office of Accounts Receivable will send a summary report
listing total disbursed transactions for the previous month. This
will be sent the first working day of the next month. (ex: as in
March 01, 2011 to reconcile February 2011). This will include
loans disbursed to date.
2. The first Saturday of each month COD will generate
reconciliation files (DSDFxx.op.dat and DSLFxxop.dat)
A. This files will come via edconnect (see edconnect
procedure for transmission)
B. Bring these files in to Banner
3. After the files have been placed in the Banner directory you run
RPRDUxx
A. This updates RPACASH, RPILAS
4. Then compare the report that is received from RPRDUxx, and
the report received from Accounts Receivable, if the ending
cash balance is -0- then you have reconciled for that month, if
the ending cash balance is not -0- continue on with the
procedure.
5. Run RPRCPxx
A. This creates a Cash Detail File (DLECASH), a Loan Extract
File (DLEXLOAN), and a Disbursement Detail Extract File
(DLEXDISB)
The data files are imported into the DL Tools program (see procedure
for DL Tools)
Last updated: May 23rd, 2011
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 47
Additional information regarding NSLDS may be
found on ED’s NSLDS Professionals Access website at
https://www.nslds.ed.gov/nslds_FAP/secure/logon.js
p.
Additional information regarding COD may be
found on ED’s COD website at
https://cod.ed.gov/cod/LoginPage.
Page 48
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
3.2
General Title IV Student Eligibility Requirements
Resources
Policies
Describe the general student eligibility criteria. The student must:
 Be enrolled as a regular student in an eligible program
668.32(a)(1)(i
)
 Not be enrolled simultaneously in elementary or secondary
school
668.32(b)
 Meet one of the following academic criteria:
668.32(e)
 Have a high school diploma or its recognized equivalent
(e.g., a GED);
 Have a passing score on an approved ability-to-benefit
test;
 Be enrolled in an eligible institution that participates in a
state process approved by ED; or
 Be home schooled, and

Obtain a secondary school completion credential for
home schooling provided by the student’s home state,
if one is offered, or

Have completed a secondary school education in a
home school setting that qualifies as an exemption
from compulsory attendance requirements under state
law
 Have a valid Social Security Number, if required
663.32(i)
668.36
 Be a U.S. citizen or eligible noncitizen
668.32(d)
668.33
 Be registered with Selective Service, if required
668.32(j)
668.37
 Sign a Statement of Educational Purpose, which certifies he
668.32(h)
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 49
or she will use federal student financial aid only to pay
educational costs
 Not be in default on a Title IV loan or, if in default, have made 668.32(g)(1)
satisfactory repayment arrangements with the loan holder
668.35(a)(d),(h)
 Have not obtained loan amounts that exceed annual or
aggregate loan limits made under any Title IV loan program
668.32(g)(2)
 Not be liable for an overpayment of a Title IV grant or Federal
Perkins Loan or, if liable, have made satisfactory repayment
arrangements with the holder of the debt
668.32(g)(4)
668.35(e),(g)
 Be making satisfactory academic progress (SAP)
668.32(f)
668.34
 Not have property which is subject to a judgment lien for a
debt owed to the U.S. or, if subject to a judgment lien, have
made satisfactory repayment arrangements with the debt
holder
668.32(g)(3)
668.35(f)
 Not have been convicted of an offense involving the
possession or sale of illegal drugs that occurred while the
student was enrolled and receiving Title IV aid
668.40
 Have completed repayment of funds to either ED or the
holder of a loan, as applicable, if the student has been
convicted of, or pled nolo contendere or guilty to, a crime
involving fraud in obtaining Title IV aid
668.32(m)
If your institution enrolls students in a comprehensive transition
and postsecondary program for students with intellectual
disabilities, describe the eligibility criteria for students enrolled in
such a program. Enrolled students must meet all of the general
student eligibility criteria noted above except the student:
668.32(n)
668.233
 Does not have to be enrolled for the purpose of obtaining a
degree or certificate
 Is not required to have a high school diploma, a recognized
equivalent of a high school diploma, or have passed an
ability-to-benefit test
 Must be making satisfactory progress according to the
Page 50
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
institution’s published standards for students enrolled in its
comprehensive transition and postsecondary programs
Be sure to include any other areas that require special
consideration and may impact student eligibility, such as:
 Admissions policies for conditional admission students, early
admission students, students admitted under ability-to-benefit
provisions, international students, nonresident students, etc.
 Enrollment policies which impact the Title IV programs, such
as determining registration status, enrollment tracking, etc.
 Multi-institutional agreements, such as
consortium/contractual agreements, study abroad, etc.
668.5
 Enrollment in correspondence courses, preparatory
coursework, and teacher certification coursework
668.38
668.32(a)(ii)
668.32(a)(iii)
 Transfer student academic transcript evaluations, financial
aid history, satisfactory academic progress, etc.
NSLDS User
Guide for
Transfer
Student
Monitoring
on the Web
Stipulate any exceptions which are made to admission policies
and explain why these exceptions are made.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the procedures and documentation requirements
associated with each particular student eligibility criterion listed
under the Policies section above (e.g., citizenship status, Social
Security Number, Selective Service registration, etc.). If your
institution offers a comprehensive transition and postsecondary
program for students with intellectual disabilities, note the
exceptions to the criteria.
As some student eligibility criteria may be listed in a separate
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 51
section of the manual, such as SAP, you may wish to crossreference that section. You may also want to cross-reference
program eligibility and the resolution of C-codes sections of your
manual. Moreover, since the resolution of many student eligibility
issues requires the collection of documentation, you may wish to
cross-reference the forms and document collection and
tracking sections as well.
Procedures related to other criteria might include an
explanation of how the financial aid office determines a
financial aid applicant has been admitted as a regular student
and how to determine the academic credential criterion is met.
Describe the use of NSLDS to check financial aid histories and
include an explanation of the procedures which result from
prescreening and postscreening of application data.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
NASFAA Monograph Number 14, Satisfactory Academic
Progress: A Balancing Act, gives comprehensive SAP guidance,
including a SAP checklist and sample SAP policies. It is located
under Management Tools on the NASFAA website at
http://www.nasfaa.org/Redesign/nasfaacatalog.html#Publicati
ons.
Schools should designate one or more individuals to
monitor policies and procedures of other offices which
may impact student eligibility and coordinate with those
responsible individuals or offices to ensure Title IV compliance. Email groups or listservs including responsible individuals might be
a good practice on your campus.
Page 52
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
3.3
Federal Aid Programs in Which Institution Participates
Resources
There are various approaches that may be used to structure this
part of your manual. One approach is to list each federal aid
program in which you participate and include one general
category of policies and procedures with general student
eligibility requirements, student selection requirements, minimum
and maximum award amounts including aggregate maximum
amounts, disbursement schedules, reporting requirements, and
the various offices that participate in the operation of the
program.
Another approach is to establish separate policies and
procedures under each program. Under this approach, each
bullet listed below would become a subsection under each
program; the subsection number is shown in brackets. For
example, the first bullet shows program application process
[3.3.x.1]. Under 3.3.1 Federal Work-Study Program, the subsection
addressing the Program Application Process would be labeled
3.3.1.x where the x is replaced with the last digit of the program
heading.
Policies
Describe each federal student financial aid program in which
your school participates. Include information regarding:
 Program-specific application processes, such as Master
Promissory Note (MPN) for Direct Loans [3.3.x.1]
 Program-specific student eligibility requirements, such as
students with baccalaureate degrees are ineligible for FSEOG
[3.3.x.2]
 Student selection requirements (e.g., define exceptional
financial need for Federal Perkins Loan recipients) [3.3.x.3]
 Minimum and maximum award amounts, including
aggregate maximum amounts, if any (e.g., the FSEOG
Program has an annual minimum award amount of $100, an
annual maximum of $4,000, and no aggregate maximum
amount) [3.3.x.4]
 Disbursement schedules, including schedules for special
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 53
student groups, such as correspondence students, students in
study abroad programs, etc. [3.3.x.5]
 Program-specific reporting requirements (You may want to
cross-reference the reporting section of the manual.) [3.3.x.6]
 Which offices participate in the operation of the program
(e.g., if the Federal Perkins Loan office conducts loan
counseling and assists students in signing promissory notes)
[3.3.x.7]
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the school’s procedures for complying with criteria for
each federal aid program. Include, at a minimum, the following
information:
 Detailed steps for the processing of each program-specific
application (e.g., MPN for Direct Loans) [3.3.x.1]
 Detailed steps followed to ensure program-specific student
eligibility requirements are met [3.3.x.2]
 Explanation of how student selection requirements are
monitored [3.3.x.3]
 Explanation of how minimum and maximum award amounts,
including aggregate maximum amounts, if any, are
monitored [3.3.x.4]
 Description of the disbursement schedules for the program,
including schedules for special student groups, such as
correspondence students, students in study abroad
programs, etc. [3.3.x.5]
 Detailed steps for meeting program-specific reporting
requirements (You may want to cross-reference the reporting
section of the manual.) [3.3.x.6]
 List of all the offices that participate in the operation of the
program, including a description of each office’s
Page 54
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
responsibilities [3.3.x.7]
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
3.3.1
Federal Work-Study Program
The Federal Work-Study (FWS) Program provides part-time
employment to students attending institutions of higher
education who need the earnings to help meet their costs
of postsecondary education and encourages students
receiving FWS assistance to participate in community
service activities.
HEA 441(a)
675.1(a)
Policies
Describe your school’s policies regarding the
administration of the FWS Program. State your policy to:
 Make employment under FWS reasonably available, to
the extent of available funds, to all eligible students
675.8(c)
 Provide FWS employment that will, to the maximum
extent practicable, complement and reinforce the
educational program or career goals of each student
receiving assistance under the FWS Program
675.8(d)
 Assure FWS employment may be used to support
programs for supportive services to students with
disabilities
675.8(e)
 Inform all eligible students of the opportunity to perform
community services
675.8(f)
 Consult with local nonprofit, governmental, and
community-based organizations to identify those
opportunities
675.8(f)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 55
Procedures
Describe the process of identifying eligible FWS applicants.
Explain how the school:
675.9
675.10
 Determines minimum and maximum FWS award
amounts
2009–10 FSA
Handbook,
p. 3-135
 Packages FWS awards
675.10(b)
 Ensures each student does not receive a FWS award
exceeding the student’s demonstrated financial need
673.5(a)(2)
 Monitors FWS earnings
2009–10 FSA
Handbook,
pp. 6-17 to 618
 Establishes FWS recordkeeping and fiscal procedures
675.19
 Works with other campus offices that participate in the
operation of the FWS program
 Identifies community service jobs, including reading
and math tutoring jobs
675.2
675.8(f)
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
3.3.1.1
General Employment Conditions &
Limitations
Policies
Explain your policies for enforcing the conditions
and limitations of the FWS Program under which
students may be employed by the school; a federal,
state, or local public agency; a private nonprofit
organization; or a private for-profit organization.
675.20(a),(c)
2009–10 FSA
Handbook,
pp. 6-25 to 627
[Click here to insert your school's policies]
Page 56
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Last updated: [Click here to insert date]
Procedures
Describe the process of identifying eligible oncampus and off-campus employers for the FWS
Program, including community service jobs.
Describe how you will determine whether a job also
carries academic credit. List all documentation and
forms used. Include information on all offices
involved and assigned responsibilities. You may wish
to cross-reference other appropriate sections of the
manual and include copies of FWS forms in the
forms section of the appendix.
Model OffCampus
Agreement,
2009–10 FSA
Handbook,
pp. 6-45 to 646
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
3.3.1.2
Federal Share Limitations
Policies
State the school’s policies for determining the
federal share of FWS wages paid to a student when
work is performed for the school; federal, state, or
local public agencies; private nonprofit
organizations; private for-profit employers; or
community service employers. Describe the school’s
policies for the use of the federal share for tutoring
and family literacy jobs as well as jobs in the field of
emergency preparedness and response. State your
policies for using institutional resources to pay the
nonfederal share of a student’s FWS wages.
675.26
675.27
2009–10 FSA
Handbook,
pp. 6-10, 6-12
to 6-14
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Identify federal and nonfederal restrictions and
requirements for payment of the federal share of
FWS wages. Identify the process for tracking federal
and nonfederal payment of FWS wages for students
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 57
employed in tutoring and family literacy jobs.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
3.3.1.3
Fiscal Procedures & Recordkeeping
Policies
State your policies for establishing and maintaining
an internal control system of checks and balances
that ensures no office can both authorize payments
and disburse funds to students. The institution must
reconcile expenditures in the FWS Program and
must meet reporting requirements. Describe your
policy for FWS records management and retention.
675.19(a)(1)
668.16(i)
675.19(b)
2009–10 FSA
Handbook,
pp. 6-17 to 619
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the responsibilities of other institutional
offices as they relate to the administration of the
FWS Program with respect to the:
 Approval and disbursement of FWS funds
 Preparation and submission of reports to ED
List all the offices involved in FWS records
management and retention. Describe each office’s
responsibilities. Include information regarding record
retention time frames. You may wish to crossreference the records management and retention
and disbursement sections of your manual.
1.
Longwood University
Office of Financial Aid
Entering Federal Work Study Hours
Responsible Person: Front end Counselor
Page 58
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Title: Enter Federal Work Study hours into Banner
Frequency: Once a month
Description: Entering Federal work study hours into Banner
Nadine sends me a list of student hours for the prior month (see attached)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Open form RJASEME
Enter the current aid year (for example: 1011)
Enter period (for example: 201130)
Enter Pay Period end date from work study sheets (for example
31-MAR-2011)
Enter department in placement code position (ex: ARAMRK)
Next block. This will list all FCWS students working under that
department
F7 (clears list)
Tab over to position block and enter FWS%, hit F8 (this lists only
FWS students working under that department)
Scroll down (to the student’s name that you are entering hours
for)
Enter the students hours under the hours column (make sure
that the pay rate matches the pay rate from Nadine’s list)
F10 (save)
Continue to next student or if you are at the end of the
department, F10
Roll back and start process over.
*Periodically, an over award list is run by Assistant Director or Systems
Manager. If a student has been paid more work study than awarded we will
increase their budget (when possible) or change the overpaid amount to
college work study. Nadine Garrett in ACAC will have to change amount to
college work study if needed.
*To reconcile, Daphne Norton in Payroll will run a process to compare
financial aid, payroll, and career center to make sure all three match and
reconcile, after which she will send a report.
See Appendix A for supporting Screen Shots
Last updated: 10-MAY-2011
3.3.1.4
Job Location and Development Program
Policies
Describe your school’s policies regarding the
administration of the Job Location and
Development (JLD) Program. Explain:
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
675, Subpart
B
2009–10 FSA
Handbook,
Page 59
pp. 6-41 to 643
 The use of JLD funds to establish and administer
the JLD Program
675.35(b)(2)
 Allowable costs to administer the JLD Program
and the use of FWS funds to pay up to 80
percent of the allowable costs
675.33(a),(b)
 Staffing a JLD Program office
 Reporting JLD expenditures on the FISAP
675.19
675.36
 Written agreements between your school and
other eligible schools to establish and operate a
JLD Program
675.34
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the process of identifying students seeking
off-campus employment. Explain how the school will
locate and develop off-campus jobs and which
individuals or offices are responsible for doing so.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
3.3.2
Second Federal Program (e.g., Federal Pell Grant
Program)
[Click here to insert your school's information]
Last updated: [Click here to insert date]
Page 60
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
3.3.3
Third Federal Program (e.g., Iraq and Afghanistan
Service Grant)
[Click here to insert your school's information]
Last updated: [Click here to insert date]
3.3.4
Fourth Federal Program (e.g., Academic
Competitiveness Grant Program)
[Click here to insert your school's information]
Last updated: [Click here to insert date]
3.3.5
Fifth Federal Program (e.g., National Science and
Mathematics Access to Retain Talent Grant
Program)
[Click here to insert your school's information]
Last updated: [Click here to insert date]
3.3.6
Federal Direct Loan Program (e.g., Teacher
Education Assistance for College and Higher
Education Grant Program)
1.
Longwood University
Office of Financial Aid
Creating Direct Loan Applications for Students
Responsible Person: Loan Specialist
Title: Creating Direct Loan Applications for Students
Frequency: Daily
Description: This procedure is used to create loan applications for students
Activities:
1. Log on to Banner
2. Go to RPRLORC
A. 01 Select Aid Year
B. 02 ‘N’
C. 03 Leave Blank
D. 04 Leave Blank
E. 05 Leave Blank
F. 06 Enter fund codes (I don’t run PLUS loan in batch I wait for the
Parent to apply first)
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 61
G. 07 ‘R’
H. 08 ‘B’
I. 09 Leave Blank
J. 10 1MA
K. 11 1LO
L. 12 Leave Blank
M. 13 Leave Blank
N. 14 ‘Y’
O. 15 Leave Blank
P. 16 ‘Q’
Q. 17 G03719
R. 18 Leave Blank
S. 19 Leave Blank
T. 20 ‘Y’ or ‘N’
3. Summit and Save
4. Print output
5. Review
2.
Longwood University
Office of Financial Aid
Loan Disbursement E-Mail Notification Procedure
Responsible Person: Counselor
Frequency: As needed within 7 days of disbursement
Description: Email notification to students about a recent disbursement of federal
aid to their account
1. Log into Banner
2. Go to GLBDATA
A. Next block, form will load
i. LOAN_NOTICE_POPSEL
ii. BLANK
iii. BLANK
iv. BLANK
v. BLANK
vi. FINAID
vii. (USER NAME)
viii. BLANK
B. Click SUBMIT, click Save Parameter Set as
C. Click SAVE
D. Form will ask you to input Disbursement Date
i. Input date using DD-MMM-YYYY format (MMM=first 3
letters of month)
E. Click SUBMIT
F. Click SAVE
3. Go to GLBLSEL
A. Next block, form will load
i. FINAID
ii. N
Page 62
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
iii. FA_LOAN_NOTICE
iv. LOAN_NOTICE_POPSEL
v. (USER NAME)
vi. (USER NAME)
vii. BLANK
viii. AID YEAR CODE (YYYY)
ix. BLANK
x. 1MA
xi. Y
xii. Y
B. Click SUBMIT, click Save Parameter Set as
C. Click SAVE
D. Form will ask you to input Disbursement Date
i. Input date using DD-MMM-YYYY format (MMM=first 3
letters of month)
E. Click SUBMIT
F. Click SAVE
Go to GLRLETR
A. Next block, form will load
i. FINAID
ii. 1
iii. N
iv. FA_LOAN_NOTICE
v. BLANK
vi. 999999
vii. R
viii. N
ix. 03-SEP-2010
x. 03-SEP-2010
xi. 03-SEP-2010
xii. AID YEAR CODE (YYYY)
B. Click Submit, click Save Parameter Set as
C. Click SAVE
D. Click OPTIONS (top menu)
E. Click Review Output
Double click in File Name field until screen populates with a number.doc
field
Double click on number.doc file, screen will populate with students,
amounts, and address’
Click Options, click show document (pop up blocker must be turned off in
IE)
On Internet Explorer, save file as date (mmddyyyy) .doc
Minimize Banner
Open DOCUMENT folder, open Longwood Loan Disbursement Notification
file
Click MAILINGS tab at top
Click start mail merg-email messages
Click select recipients-use existing list-browse document folder and select
saved file with disbursement date you created
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 63
14. Click edit recipient list-deselect check box of anyone with BLANK amount
shown
15. Click OK
16. Click Preview Results-make sure preview looks correct and fields are
populated correctly
17. Click finish and merge-Select email messages
18. In pop up select Longwood email address
19. Type subject: Loan Notice
20. Click OK-File will run and emails will process
21. When complete, close file, DO NOT SAVE CHANGES
2.
Longwood University
Office of Financial Aid
Creating Batch Promissory Note Manifest
Responsible Person: Loan Counselor
Title: Creating a Batch Promissory Note Manifest
Frequency: As needed/daily
Description: How to create a batch promissory note manifest for
delivery to the department of education
Creating Batch Promissory Note Manifest for Delivery to DOE
1. Go to RPRDLPM, parameters are as follows
A. 01 aid year 10/11
B. 02 fund code FDLPLS
C. 02 fund code FDLSUB
D. 02 fund code FDLUSB
E. 02 fund code FDLGSB
F. 03 document size 50
G. 04 re-send previous document N
H. 05 BLANK
I.
06 BLANK
J. 07 BLANK
K. 08 BLANK
L. 09 BLANK
M. Direct loan school code G03719
N. Submit
Page 64
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
O. Save
2. Go to ‘Options
3. Review output
4. Print output
5. Mail the output sheet and MPN to:
6. Department of Education
P.O. Box 5692
Montgomery, AL 36103
Longwood University
Office of Financial Aid
Bring in MPN files from EdConnect
Responsible Person: Loan Counselor
Title: Bringing in MPN files from EdConnect
Frequency: Daily
Review/Revision Date: 03/17/2011
Description: Bring in files from EdConnect and load into Banner database
1. Log on to Ed Connect
2. Click Mailbox Query (mailbox query is the seventh from the left at the top of
the screen)
A. Choose the message class for direct loans (crpnxxop)
B. Check the box
C. Then go to the top of the screen and select “Transmission” tab and
then select “now”
3. This moves the file from Ed Connect to the fa on admin share drive under
folder “data”
4. Open fa on admin share drive
A. Select the “data” file
B. Here you will find the crpnxxop.001 (the .001 extension will change
with every file you bring in for example the next time you bring in
the crpnxxop file it will be crpnxxop.002 and so forth).
5. Move the file from “data to finaid on ‘Redwood(redwood)’(P’) drive
6. Log on to BANNER.
7. Go to RERIMXX.
A. 01 Select the aid year
B. 02 put in crpnxxop.001 in this parameter
C. 03 “B”
D. 04 leave blank
E. 05 “S”
F. 06 leave blank
G. 07 leave blank
H. 08 “Q”
I. 09 ENTRCG
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 65
J. 10 “S”
8. Then Summit and SAVE
A. Review output
9. Next you will run a POPSEL to satisfy the RRAAREQ MPN requirement.
10. Go to GLBDATA
A. 01 parameter tracking_mpn_notsatisfied
B. 02 BLANK
C. 03 BLANK
D. 04 BLANK
E. 05 BLANK
F. 06 finaid
G. 07 user name
H. 08 BLANK
11. Save and submit
12. 088 will pop up and you would use the aid year, example 1011
13. Save and submit again
14. Go to GLIEXTR
A. Application you would put FINAID
B. Selection ID you would put tracking_mpn_notsatisfied
C. Creator Id would be your ID
D. User Id would be your ID
15. This will give you a list in alpha order of the MPNs that need to be satisfied
on RRAAREQ
16. Print this list
17. Go To RRAAREQ
18. Make sure you are satisfying the correct MPN (for example student MPN
may need to be satisfied but the PLUS MPN is still not done…….please
watch this, you can check which MPN needs to be satisfied by clicking the
‘Additional Requirements’ tab on RRAAREQ
3.
Longwood University
Office of Financial Aid
Booking Notifications
Responsible Person: Loan Counselor
Title: Booking notification
Frequency: As needed
Description: How to update the booking information in RPALORG
1. A loan books when the award is accepted, the MPN is
accepted, and the first Disbursement is funded. After this all
happens the DOE/COD will generate a file the will be sent to
the SAIG mailbox.
2. CRBNxxOP.dat file will be received via ed connect (see ed
connect procedures for import)
3. After the file is imported
Page 66
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
4. Run RERIMxx
5. This will update the booking date, amount, and booking
document ID fields on RPALORG
4.
Longwood University
Office of Financial Aid
Processing a Reject from COD
Responsible Person: Loan Counselor
Title: Processing rejects from COD for CRDLXXOP records
Frequency: As needed
Review/Revision Date: 03/17/2011
Description: Explanation of reject codes, why they were rejected, and how to rectify
1. Reject 167: Sum of Subsidized Awards exceeds the Subsidized loan Limit
A. Check the loan to make sure the student is the correct grade level, if not
change RPALORG and retransmit as a change
B. Check to make sure the student has not received funds at another
institution, if so reduce the loan and retransmit
2. Reject 157: Sum of Award Amounts exceeds Base Annual Loan Limit
A. Check the loan to make sure the student is the correct grade level, if not
change RPALORG and retransmit as a change
B. Check to make sure the student has not received funds at another
institution, if so reduce the loan and retransmit
3. Reject 054: Disb Date < 7 days or passed/ disb release ind set to “false”
A. This is not a true reject, the origination record that was sent to COD was
accepted, but COD is telling you that the loan is passed it’s disburse
date. This is mainly caused when students ask for loans after the
disburse date has passed for the term. EX: you process a loan for spring
semester on March 5th and the disbursement date was January 23rd.
4. Reject 024: Reported CPS Transaction Number Does Not Match CPS
A. This means that you have sent a DL origination on 1 FAFSA and a PELL
(or some other federal aid) was sent on another 2 FAFSA.
B. You will need to contact the Systems Manger and see what FAFSA is
current and resend the loan origination after the FAFSA issue is
corrected.
5. Reject 117: Disb info is incomplete or rejected. DL award is not accepted.
A. This is caused when the ‘Approved Amount’ and the ‘Requested
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 67
Amount’ don’t match. Just change the two so they match and resend.
B. To resend you: Go to RPALORG
C. Reset the ‘Origination Status’ to “Ready to send’
D. Clear out the ‘Date Sent’ , ‘Document ID’ and ‘Confirmation Date’
E. The record will extract the next time RERIMXX is run
6. Reject 036: PLUS Credit Decision Status is not accepted for this PLUS award
A. The PLUS loan credit has been denied, proceed with PLUS loan denial
procedures.
7. Reject 052 First Disbursement Date Must Be the Earliest
A. This happens when a fall/spring loan was processed and the fall
disbursement was canceled and the spring disbursement paid.
B. Here is what you do to fix it: In these types of cases change the loan
period on the loan to be a spring only loan. This will then remove the
first disbursement for fall term (make sure the fall term is 0). The
second disbursement will now be the only disbursement showing and
you can manually change the disbursement number to 1. Submit these
changes to COD.
8. Reject 119: Cod reduced anticipated disb & made loan inactive-awrd amt is
0
A. This is not a true reject. This means the loan has been canceled with
COD and the award amount is zero
9. Reject 154: Dependency Status = D and Grade level >=6
A. Loan was sent as a dependant student but a grade level of 6 which is a
graduate.
B. Make sure the FAFSA is correct with a dependent status and graduate
level. If not the student will need to correct this.
C. Change both on the RPALORG loan origination record and resend to
COD as a change record
10. Reject 067: Incorrect Disbursement Amount
A. This happens when a loan is reduced on RPALORG by the OFA office but
the disbursement has not been run so the reduction has not ‘rolled off
the loan.
B. After the disbursement is run,
C.
Page 68
Go to ROAALOG find the record that was rejected and click the ‘Resend
Indicator’ this will resend the rejected disbursement record the next
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
time RERIMXX is run
5.
Longwood University
Office of Financial Aid
Processing PLUS Loans from COD for Direct Lending
Responsible Person: Loan Counselor
Title: Processing PLUS Loans from Files from COD (crspxxop)
Frequency: Daily.
Description: Load PLUC loans into Banner database
Description:
6. School receives file from Ed Connect:
7. Log on to Ed Connect
8. Click Mailbox Query (mailbox query is the seventh from the left at the top of
the screen)
9. Choose the message class for Entrance Counseling (crspxxop).
A. Check the box
B. Then go to the top of the screen and select “Transmission” tab and
then select “now”
10. This moves the file from Ed Connect to the fa on admin share drive under
folder “data”
11. Open fa on admin share drive
A. Select the “data” file
B. Here you will find the crspxxop.001 file (the .001 extension will
change with every file you bring in for example the next time you
bring in the crspxxop file it will be crspxxop.002 and so forth.
12. Move the file from “data to finaid on ‘Redwood(redwood)’(P’) drive
13. Log on to BANNER.
14. Go to RERIMXX.
A. 01 Select the aid year
B. 02 put the crspxxop.001 in this parameter
C. 03 “B”
D. 04 leave blank
E. 05 “S”
F. 06 leave blank
G. 07 leave blank
H. 08 “Q”
I. 09 ENTRCG
J. 10 “S”
15. Then Summit and SAVE
16. Print and view the output
A. All PLUS loan records listed have to be reviewed
17. The report will show ‘Matched’ (these are loans that have matched to an
origination record on RPALORG) and ‘Unmatched’ (these are PLUS loans
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 69
18.
19.
20.
21.
22.
23.
that do not have an origination record on RPALORG or there is some other
issue with the loan. The ‘Unmatched’ loans are logged on RPAUCOD under
‘Parent PLUS Applications’
Go to RPAAWRD
Put in the Student ID
Look at the PLUS loan amount to see if it has been web accepted, and if not
web accept and create the loan
Go to RPALORG and review the application for credit decision, loan amount
(if the loan amount if different on the application change the loan amount
on the origination record
Then go to the ‘PLUS Parent Data (four blocks down on RPALORG) and
change the ‘Loan Default’ to N=Not in Default
Then go to RPAAWRD and change the amount to reflect what was on the
PLUS application.
6.
Longwood University
Office of Financial Aid
PLUS Loan Denial for Direct Loans
Responsible Person: Loan Counselor
Title: PLUS Loan Denial (this will come from the PLUS applications from COD
crspxxop)
Frequency: As needed.
Description: How to make necessary changes and load data for denial applications
Description:
1. School receives file from Ed Connect:
2. Log on to Ed Connect
3. Click Mailbox Query (mailbox query is the seventh from the left at the top of
the screen)
4. Choose the message class for Entrance Counseling (crspxxop).
A. Check the box
B. Then go to the top of the screen and select “Transmission” tab and
then select “now”
5. This moves the file from Ed Connect to the fa on admin share drive under
folder “data”
6. Open fa on admin share drive
A. Select the “data” file
B. Here you will find the crspxxop.001 file (the .001 extension will
change with every file you bring in for example the next time you
bring in the crspxxop file it will be crspxxop.002 and so forth.
7. Move the file from “data to finaid on ‘Redwood(redwood)’(P’) drive
8. Log on to BANNER.
9. Go to RERIMXX.
A. 01 Select the aid year
B. 02 put the crspxxop.001 in this parameter
C. 03 “B”
D. 04 leave blank
Page 70
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
E. 05 “S”
F. 06 leave blank
G. 07 leave blank
H. 08 “Q”
I. 09 ENTRCG
J. 10 “S”
Then Summit and SAVE
Print and view the output
A. All PLUS loan records listed have to be reviewed
The report will show ‘Matched’ (these are loans that have matched to an
origination record on RPALORG) and ‘Unmatched’ (these are PLUS loans
that do not have an origination record on RPALORG or there is some other
issue with the loan. The ‘Unmatched’ loans are logged on RPAUCOD under
‘Parent PLUS
Go to RPALORG and review the application for credit decision. This will be at
the bottom right under ‘Current Credit Check Status’ it will stay ‘D= Credit
deny/endorser deny
Go to RPAAWRD
Cancel the PLUS loan
Save
Under the “Packaging Group” at the bottom of RPAAWRD change the
“Additional Stafford” to YES
Post the new FDLUSB award as an offer for what the student is eligible for.
Save
Go To RHACOMM and post a message with the facts about the denial, Ex.
Plus Loan Denied for (Parents Name) John Doe.
Go To RUAMAIL and post FA_PLUS_CANCEL, this will send the student a
message that says the student has had a PLUS loan denial and has been
offered and Unsub loan.
7.
Longwood University
Office of Financial Aid
Loan Proration for Direct Loans
Responsible Person: Loan Counselor
Title: Loan Proration
Frequency: As needed
Review/Revision Date: 03/17/2011
Description: Prorating loans
1. Systems Manager will give you a list of students graduating in December
2. Check how many credits they are taking on ROAENRL if they are not
registered you would use 12 credits.
A. Then you would calculate what they are eligible to receive. Here is the
formula: Hours divided by 24 (full time would be 24 credit hours for a
full year), equals, times grade level loan eligibility; example for a
dependant senior student taking 12 credit hours would be
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 71
12/24=0.50x7500.00=3750.00
3. Change the award to what they are eligible for on RPAAWRD
4. Go to RUAMAIL and send a fa_changes
5. Go to ROAMESG and send a GPRO and GPR1 it you are using 12 credits and
they are not registered and GPRO for actual registered credit hours.
Systems manager will put GDEC message on ROAMESG also
8.
Longwood University
Office of Financial Aid
Loan Transmission for Direct Loans
Responsible Person: Loan Counselor
Title: Loan Transmission to COD
Frequency: As needed.
Review/Revision Date: 03/17/2011
Description: Extraction of loan origination from banner to COD for processing
Activities:
1. Go to RERXXX
A. 01 Select aid year
B. 02 Enter fund codes
C. 03 ‘N’
D. 04 ‘B’ (you will select the code for what you want to extract B, O,
or C)
E. 05 Leave Blank
F. 06 ‘N’
G. 07 ‘N’
H. 08 60352654
I. 09 ‘F’
J. 10 Leave Blank
K. 11 Leave Blank
L. 13 Leave Blank
M. 14 Leave Blank
N. 15 ‘Y’
O. 16 ‘Y’
P. 17 ‘N’
Q. Click SAVE PARAMETER BOX
R. Click SUBMIT
2. Click OPTIONS on toolbar
A. Review Output and Print
3. Go to finaid on ‘Redwood(redwood)’(P’) drive folder ‘jobsub’ here you will
find the file you are going to send to COD via Ed Connect
crdl10in_678300.xml (the file cannot be sent as is you have to change the
file to crdl10in.xml)
4. Move to the fa on admin folder ‘data’
5. Log on to Ed Connect
Page 72
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
6. Select ‘Transmission Query’ (this is at the top 4th one highlighted from the
left)
A. This will bring up the Transmission Query (see attachment for
screen shot)
B. Transmit Box with a check
C. Activity ‘send’
D. Project ‘COD’
E. Cycle ‘aid year’
F. Description ’09-10 Common Record Document-DLOAN
G. Message Class per populates for you
H. File Name: you would select the file from the ‘data’ folder
(crdl10in.xml)
I. Go to the Top and Transmission ‘now’
9.
Longwood University
Office of Financial Aid
Processing a Paper Master Promissory Note
Responsible Person: Loan Counselor
Title: Processing a paper master promissory note when an electronic
cannot be filed
Frequency: As needed
Description: Process to show that the master promissory note was
completed by paper
1. Paper Promissory Notes are located in the loan department for
Subsidized/Unsubsidized and Parent PLUS loans
2. Student or Parent completes the paper MPN
3. The loan then has to be created
A. Go to RPAAWARD
B. At the top of the screen click ‘Options’
C. Then select ‘Create Loan Applications’ This will take you
to the loan application RPALORG
4. On RPALORG go to ‘Promissory Note Summary’ tab
5. Change the ‘School PN Status to ‘S’ (Signed/Returned)
6. Go to RPAPROM and check the ‘Satisfied Indicator’ field
7. After the above has been completed you have to transmit the
loan to COD and wait for the loan to be ‘Accepted’ before the
MPN manifest can be generated and the MPN mailed to
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 73
Department of Education.
10.
Longwood University
Office of Financial Aid
Reducing Loans after Extraction and Before Disbursement
Responsible Person: Loan Counselor
Title: Reducing Loans after Extraction and Before Disbursement
Frequency: As needed
Description: How to reduce loan amounts before the disbursement
Activities:
1. Change the loan amount of RPAAWRD
2. Go to RPALORG.
A. Next block twice to Disbursement Information
i.
Reduce the “Gross Amount” in the gross amount field for
both semesters (DL still has to be equal disbursements) If
they are uneven amounts see uneven loan amount
procedure
ii.
SAVE
iii.
Go back to the first page of RPALORG and change the
“Approved Amount” tab to reflect what was changed on
the disbursement tab.
iv.
SAVE
3. Loan changes will extract out when you run REREXXX with the option for
changes to be sent.
10.
Longwood University
Office of Financial Aid
For Error Message
Responsible Person: Loan Counselor
Title: Error message received when reducing approved amount
Frequency: As needed.
Description: *ERROR* Total Approved Amount for Funds exceeds Award Amount.
Activities:
1. Go to RPAAWRD and increase the loan amount to the original award
amount
2. Go to RPALORG and reduce the approved amount.
3. Go back to RPAAWRD and reduce the loan amounts to the amounts they
Page 74
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
should be.
11.
Longwood University
Office of Financial Aid
Reducing Loans after Disbursement
Responsible Person: Loan Counselor
Title: Reducing Loans after Disbursement
Frequency: As needed
Description: Reducing a loan after it has been paid to students account
Activities:
1. Change the loan amount on RPAAWRD
2. Go to RPALORG.
A. Next block twice to Disbursement Information
i.
Insert a new record for the term the money will be reduced
from, in the “Gross Amount” field reduce the loan with a “-“
and the amount ( example if the loan is 2000.00 fall/spring
with a gross amount of 1000.00 for fall and the loan now
needs to be 1000.00 fall/spring you would put -500.00 in
the empty box you inserted {SAVE} and reduce the spring
disbursement to 500.00 {SAVE}
ii.
SAVE
iii.
Go back to the first page of RPALORG and change the
“Approved Amount” field to reflect what was changed on
the disbursement tab. (in the example you would change
the approved amount to 1000)
iv.
SAVE
3. Loan changes and new disbursement information will extract out when you
run REREXXX (after disbursement) with the option for changes to be sent.
11.
Longwood University
Office of Financial Aid
Processing Checks Returned by Students
Responsible Person: Loan Counselor
Title: Returning funds for student who return checks for Direct Loans
Frequency: As needed
Review/Revision Date: 03/17/2011
Description: How to return funds to a lender when checks were returned by
students
1. OFA receives the check
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 75
2. OFA staff member makes sure the check is endorsed, and fills out a refund
return sheet (see attachment) and gives it to the Loan Counselor
3.
Loan Counselor goes to RPALORG
A. On RPALORG go to the Disbursement Information tab (next block
twice)
B. Find the disbursement/term the funds were paid to (example
201110 or 201130)
C. Insert record for the term and in the “Returned Amount” field put
what needs to be returned and save
D. Go back to the first page of RPALORG and change the ‘Approved
Amount’ to the new loan amount , example if you are returning
$100.00 from a loan that was 1000.00 the new ‘Approved Amount’
would be $900.00
4. Go to RPAAWRD and change the loan amount to reflect the new loan
amount less the funds be returned.
12.
Longwood University
Office of Financial Aid
Determine Aid Eligibility for 2nd Undergrad Degree
Responsible Person: Loan Counselor
Title: Determining if students are eligible for aid while attempting their second
undergrad degree
Frequency: As Needed
Review/Revision Date: [date procedure is typed]
Description: Determining what aid students attempting 2nd undergrad degree are
eligible for
1. Systems Manager will run a list of all students that have listed on their
FAFSA that the degree they receive at LU will be there 2nd undergraduate
degree.
2. You would e-mail the Registration office with all the names on your list
asking ‘how many credits are transferring toward there 2nd undergrad
degree from there 1st degree. This will determine what they are eligible for
in loan funds, example would be the registration sends an e-mail stating
that LU is only excepting 15 credits toward there degree at LU then they
would only be eligible for freshman loan amounts ($5500.00 if they are
dependant and $9500.00 for independent)
Page 76
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
3. Go to RPAAWRD and put what they are eligible.
4. Go to RUAMAIL and put on a fa_changes
13.
Longwood University
Office of Financial Aid
Reallocation of Loan Funds
Responsible Person: Loan Counselor
Title: Reallocating loan funds
Frequency: When needed
Description: Reallocating loan funds from Unsub to Sub
Procedures for Reallocation
1. Assistant Director runs a crystal report to find people with
Unsubsidized loans that still have unmet need.
2. List is given to the Loan Processor and checked to see if the
Student really has unmet need.
A. Check and make sure the student has the correct subsidized
amount for their grade level when they were awarded (note if
the student has a midyear grade level progression ex: from
freshmen fall semester to sophomore spring semester NO
reallocation is needed).
B. Any student with unmet need of less than $50.00 does not
have to be reallocated (LU Policy)
3. After each Student is checked :
4. Go to RPAAWRD reduce the unsubsidized loan and increase
the subsidized loan for what the Student is eligible for.
Go to RPALORG and reduce the unsubsidized loan and
increase the subsidized loan. (see loan change procedure for
procedures)
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 77
Last updated: [Click here to insert date]
3.3.7
Seventh Federal Program (e.g., Federal
Supplemental Educational Opportunity Grant
Program)
[Click here to insert your school's information]
Last updated: [Click here to insert date]
3.3.8
Eighth Federal Program (e.g., Federal Perkins Loan
Program)
1.
Longwood University
Office of Financial Aid
Perkins Advance
Responsible Person: Loan Counselor
Title: Perkins Advance for money earned during Spring term
Frequency: Annually, after the 60% point in the Spring term
Description: Listing award received in the Spring in Campus Partners Database. All
of these students will be students who received Perkins in the fall and were
reported on the New Loan import form.
1. Request for report from Program Manager for Perkins paid out on students
accounts for the current semester. This report will have the following
information– SSN, Longwood ID, Name, Amount paid out for the semester,
and current status in school.
2. Log on to BANNER.
A. From this list you receive from the Program Manager, double check
the amount from RPAAWARD and click the FUND AWARDS BY TERM
tab to verify the amount paid for the current semester.
B. Verify the enrollment status from ROAENRL.
C. Write the year in college down to verify in Campus Partners from
SGASTDN.
D. You will need to find out the date that the loan was disbursed from
RPAAPMT. This will be your advance date for all Perkins Loans that
you do an advance on for the current term.
E. You also will need to find out the last day of classes for the
semester and this will be your “Enroll Period End Date” in campus
partners.
3. Log onto Campus Partners (http://datalink.campuspartners.net/)
A. Click “Click here to start session”. After it is loaded, the login screen
will appear.
i. Enter your user ID, hit Enter
Page 78
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
ii. Enter your password, hit Enter.
B. When the menu screen comes up click to the left of “CICSAE” and
put an “s” and click enter.
C. A black screen will appear and you will need to type “WB01” and
Enter to get to the main menu.
D. Beside “Option” (top right corner, this will be where you will type all
of your commands) type “ADVA” in the blanks beside it and hit
enter.
E. Tab down to the SSN and enter the students SSN in order to pull up
the students’ information.
F. Tab down to the Advance Date and enter the date the loan was
disbursed for the current semester.
G. Tab down one more and enter the amount disbursed. (These must
be done in decimal format, ex 1000.00)
H. Tab down to Academic level and enter the current year (ex 09) and
the grade level (ex 1= freshmen 2= sophomore, 3= junior,4=senior).
Make sure this year in school matches what is already in there and
if not change to correct year in school.
I. Tab down to “Enroll Period End Date” and enter the last day of
classes, refer to the date you found in #6.
J. Press enter and the status message at the bottom left corner of the
screen should read “ADVANCE APPLIED”
4. You may begin the next advance.
NOTE: On the ADVA screen you will NEVER have to change the “Enroll
Effective date” or the “Enroll period start date”.
Last updated: 01-JUN-11
3.3.9
Ninth Federal Program (e.g., Federal Direct Loan
Program)
[Click here to insert your school's information]
3.3.10 Tenth Federal Program (e.g., Leveraging
Educational Assistance Partnership Program)
[Click here to insert your school's information]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 79
3.4
State Aid Programs in Which Institution Participates
Resources
Please refer to the approaches described in the federal aid
programs section (Section 3.3).
Policies
Describe each state aid program in which your school
participates. Include information regarding:
 Program-specific application policies [3.4.x.1]
 State guidelines for student eligibility (e.g., must be a state
resident for five years, must be an undergraduate student,
etc.) [3.4.x.2]
 Minimum and maximum award amounts, including
aggregate maximum amounts, if any [3.4.x.3]
 Student notification process (e.g., state communicates
directly with student about eligibility, award amounts,
disbursement schedules, etc.) [3.4.x.4]
 Institutional notification process (e.g., how the school is
notified of eligible students, award amounts, disbursement
schedules, receipt of funds, etc.) [3.4.x.5]
 Institutional reporting requirements (e.g., reconciliation
reports, report frequency, who is responsible for report
completion, etc.) [3.4.x.6]
 What office is responsible for returning funds (e.g., students
withdraw and state has a refund policy, funds for no shows,
etc.) [3.4.x.7]
 Institutional application for participation in state programs
and the frequency of completing such an application
[3.4.x.8]
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Page 80
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Procedures
Describe the school’s procedures for complying with criteria for
each state aid program. Include, at a minimum, the following
information:
 Detailed steps for the processing of each program-specific
application [3.4.x.1]
 Detailed steps followed to ensure state guidelines for
program-specific student eligibility requirements are met
[3.4.x.2]
 Explanation of how minimum and maximum award amounts,
including aggregate maximum limits, if any, are monitored
[3.4.x.3]
 Detailed steps for the institution’s responsibilities in the student
notification process [3.4.x.4]
 Description of how the institution [3.4.x.5]:
 Processes notifications of student eligibility and award
amounts
 Processes funds received from the state
 Disburses funds, including disbursement schedules
 Detailed steps for meeting program-specific reporting
requirements, including report types, report frequency, who is
responsible for report completion, etc. [3.4.x.6]
 Description of the process for returning funds and the office
and individuals responsible for the return of funds [3.4.x.7]
 Step-by-step application procedures for participation in the
state program, indicating which offices and personnel are
responsible for each step and a submission schedule [3.4.x.8]
 Explanation of how the financial aid office is notified of state
awards made to students [3.4.x.9]
[Click here to insert your school's procedures]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 81
Last updated: [Click here to insert date]
3.4.1
Graduate Commonwealth Award
Longwood University
Office of Financial Aid
Graduate Commonwealth Award
Responsible Person: Scholarship Coordinator
Title: Applying Institutional Resources to a Student’s Financial Aid
Account
Frequency: As Needed
Description: This procedure is used to post Graduate
Commonwealth Awards, change other aid as needed and
notify students of the change in their aid package.
Activities:
1. The Systems Manager will run a report after fall semester
add/drop period to identify in-state, full-time, graduate
students. This list is then forwarded to the Graduate
Studies Office where they determine the awardees. Once
we receive that back from their office, the awards are
posted.
A. Post SCGA to RPAAWRD
B. Adjust other aid as necessary.
C. Go to ROAMESG and post the message for Graduate
Commonwealth Award – GCGA
Go to RUAMAIL and enter FA_CHANGES so that the student will
be notified of a change to their aid package.
Last updated: May 3, 2011
3.4.2
Second State Program (e.g., State Work-Study)
[Click here to insert your school's information]
Last updated: [Click here to insert date]
3.4.3
Third State Program (e.g., out-of-state program
which can be used at your school)
[Click here to insert your school's information]
Page 82
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 83
3.5
Institutional Aid Programs
Resources
Please refer to the approaches described in the federal aid
programs section (Section 3.3).
Policies
Describe each institutional aid program. Include information about:
 Program-specific application policies [3.5.x.1]
 Student eligibility guidelines [3.5.x.2]
 Minimum and maximum award amounts, including aggregate
maximum limits, if any [3.5.x.3]
 Student notification (e.g., how the student is informed of award
amounts, disbursement schedules, etc.) [3.5.x.4]
 Institutional reporting requirements (e.g., reconciliation reports,
report frequency, who is responsible for report completion, etc.)
[3.4.x.5]
 Office responsible for awarding and fund reconciliation [3.5.x.6]
 Information about communications between the financial aid
office and the office responsible for making the institutional
awards (if outside of the financial aid office) [3.5.x.7]
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the school’s procedures for complying with criteria for
each institutional aid program. Include, at a minimum, the following
information:
 Detailed steps for the processing of each program-specific
application [3.5.x.1]
 Detailed steps followed to ensure institutional guidelines for
program-specific student eligibility requirements are met [3.5.x.2]
Page 84
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
 Explanation of how minimum and maximum award amounts,
including aggregate maximum limits, if any, are monitored
[3.5.x.3]
 Detailed steps for the institution’s responsibilities in the student
notification process [3.5.x.4]
 Detailed steps for meeting program-specific reporting
requirements, including report types, report frequency, who is
responsible for report completion, etc. [3.5.x.5]
 Description of the awarding steps and how the fund is
reconciled, including a list of all the offices involved and a
description of each office’s responsibilities [3.5.x.6]
 Explanation of how the financial aid office is notified of
institutional aid awards made to students (if by an office outside
of the financial aid office) [3.5.x.7]
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
3.5.1
First Institutional Program (e.g., Dean’s Scholarship)
[Click here to insert your school's information]
Last updated: [Click here to insert date]
3.5.2
Second Institutional Program (e.g., Alumni Loan
Program)
[Click here to insert your school's information]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 85
3.6
Other Aid Programs
Resource
s
Please refer to the approaches described in the federal aid
programs section (Section 3.3).
Policies
Describe any other aid programs available such as Vocational
Rehabilitation, Workforce Investment Act (WIA), etc., and
information about:
 Program-specific application policies [3.6.x.1]
 Student eligibility guidelines [3.6.x.2]
 Minimum and maximum award amounts, including aggregate
maximum limits, if any [3.6.x.3]
 Student notification (e.g., how the student is informed of award
amounts, disbursement schedules, etc.) [3.6.x.4]
 Application and/or participation agreement the school must
complete (if any) with outside agency [3.6.x.5]
 School official who is notified about students receiving awards
from other aid programs (if this person is not a financial aid
administrator, include information about how the financial aid
office is informed about eligible students and award amounts)
[3.6.x.6]
 Information about any required reports submitted to the
awarding agency, such as reconciliation reports [3.6.x.7]
 The office responsible for receiving and returning funds [3.6.x.8]
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the school’s procedures for complying with criteria for
each aid program. Include, at minimum, the following information:
Page 86
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
 Detailed steps for the processing of each program-specific
application [3.6.x.1]
 Detailed steps followed to ensure guidelines for program-specific
student eligibility requirements are met [3.6.x.2]
 Explanation of how minimum and maximum award amounts,
including aggregate maximum limits, if any, are monitored
[3.6.x.3]
 Detailed steps for the institution’s responsibilities in the student
notification process [3.6.x.4]
 Step-by-step procedures for the application to participate in the
program, indicating which offices and personnel are responsible
for each step and including a submission schedule [3.6.x.5]
 Designation of the person to be notified when a student receives
an award from an aid program in this category [3.6.x.6]
 Detailed steps for meeting program-specific reporting
requirements, including report types, report frequency, individuals
responsible for report completion, etc. [3.6.x.7]
 Description of how funds are received and returned, including a
list of all offices involved and a description of each office’s
responsibilities [3.6.x.8]
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
3.6.1
Private Loans
1.
Longwood University
Office of Financial Aid
Electronic Loan Response Upload
Responsible Person: Loan Counselor
Title: Uploading the Electronic Loan Response
Frequency: Everyday
Review/Revision Date: 03/17/2011
Description: This is an update from the lender as to the status of the loan (ie: the loan
has been guaranteed, pending, or denied)
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 87
Activities:
1. Log on to Elm at https://www.elmproduction.com/ELM/logon.cfm .
2. Select MAILBOX SERVICES from the “Function Selection” menu. (see attachment)
3. Choose RECEIVE DATE FILES
A. Hit SELECT
4. This will bring up the “Receive Date Files” screen; use the dropdown box and
select the file named “School Update File 10231100.sup 10/23/2011 ” This date
changes with each day.
5. Select the file
A. Press the RETRIEVE FILE Button.
6. Place the file in the “LOAD” file. *You have now moved the file from ELM to your
computer*.
7. Go to your desktop.
8. Go to START
9. Hit RUN
10. Type CMD and hit OK.
A. This will bring up a black box labeled C:\Windows\System32\cmd.exe.
i. Type c:
ii. Type: cd..
iii. Hit ENTER
iv. Type cd (space) transfer/load
v. Hit ENTER
vi. Type filecat (space) –I (space) *.sup (space) –o (space) elupdtop.dat
vii. Hit ENTER
vii. Type Exit
ix. Hit ENTER
11. Press the *windows* key on your keyboard and *e* at the same time to bring up
your folders, under load, the file name will be elupdtop.dat and move to finaid on
‘Redwood (Redwood)’( W:). You have now moved the Response file from your computer
to banner.
10. Log on the Banner
11. Go to RPRELRU
12. These parameters should be:
a. 01 and on the Value side should be APPR
b. Then you click “Save Parameter Set As
c. Then you click “Submit”
d. Save
13. At the top of the screen click “Options” this will bring up a box, select “Review Output
(GJREVO)
14. This will bring up GHREVO and you will need to review you output.
15. Click on File Name: this will bring up a list and a log, view the list, EX rprelru_61672.lis
16. You will need to save this to my documents for future reference.
Page 88
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
2.
Longwood University
Office of Financial Aid
Return Private loans to Lender for Funds Never Posted to the Student Account
Responsible Person: Loan Counselor
Title: Return Private Loans to Lender for Funds Never Posted to the Student Account
Frequency: As needed.
Description: This procedure is used to return loan funds to a lender when the student is
ineligible to receive the funds and they have not been applied to the student’s account.
Activities:
1. EFT is received.
2. Run the EFT process.
A. See EFT procedure page___.
3. Funds for students that are not eligible or have withdrawn will appear on the
error report that accompanies each EFT.
A. All students on this list will have his or her funds returned to the lender.
4. Go to RPALDSB.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 89
5.
6.
7.
8.
9.
10.
11.
12.
A. Enter Student ID number.
B. Highlight the loan for which the funds are being returned.
i. Ex. Alternative (MPL).
C. The reference number should already be in place with the feed indicator
set to “Y”.
D. In the ‘Return Amount’ field enter the amount to be returned.
E. Set the feed indictor to “N”
You will do this for each student and each loan that needs to be returned.
The Loan Counselor will contact the Assistant Director to let her know there are
loans to be returned with the feed indicator set to “N”.
Assistant Director will run a Crystal Report with the information to return to
ELM/NDN.
Once the report is received the Loan Counselor will do a check request and take
a copy of it to the Accounts Payable office along with the listing of students.
Once check log from Accounts Payable is received, Log onto BANNER.
A. Go to RPALDSB.
i. Record in the comment field the date the check is being returned
to the lender.
a. This will need to be done for each student and each loan
being returned.
Make a copy of the report and check for record keeping.
Mail the original report and check to ELM/NDM at P.O. Box 460 Denver, CO
80201
File the copies for future reference.
3.
Longwood University
Office of Financial Aid
Returning Private Loan Funds to the Lender
Responsible Person: Loan Counselor
Title: Returning Private Loan Funds to the Lender
Frequency: As needed.
Description: This procedure details how to return funds to the lender once they have
been disbursed to the student’s account.
Activities:
1. Log on to BANNER.
2. Go to RPALDSB.
A. Enter the student ID number.
B. Click NEXT BLOCK twice.
C. Highlight the loan that needs to be returned.
i. Ex Alternative
D. Click INSERT RECORD (located in the toolbar on the top of the page)
E. Use the reference number from the original loan you are returning.
i. Ex: if the EFT number was @00000000001604 the return
reference number will be @00000000001604
F. In the ‘Returned Amount’ space, enter the amount to be returned and
Page 90
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
3.
4.
5.
6.
7.
set the feed indicator to ‘Y’.
G. Put a comment in the comment field for the reason for the return.
i. Ex. R2T4, would mean that the student has withdrawn and we
are returning the funds due to a Return of Title Four calculation.
You can run an immediate disbursement, this will feed the return amount to
Accounts Payable, and You must have a listing of the students on an Elm Return
of finds form and do a PRF for the check. (the check request will not have any
banner ID’s on it)
AP will use your check request and Elm Return of funds forms to print the check.
Accounts Payable will call when the check is ready.
Take the list and record the return to each student on RPALDSB with the return
date in the comment field, make a copy of the list and check to file for future
reference.
Mail the check to ELM/NDN P.O Box 460 Denver, CO 80201
4.
Longwood University
Office of Financial Aid
Returning Private Loan Funds to Lender for Students that return refund checks
Responsible Person: Loan Counselor
Title: Returning Private Loan Funds at the Student’s request after their Refund Check has
been Mailed.
Frequency: As needed.
Description: This procedure describes the process by which the Office of Financial Aid
can return loan funds directly to a student’s lender once a refund check has been printed
and mailed to the student. This procedure is done at the student’s request.
Activities:
1. Student returns Longwood University refund check to the Financial Aid office (we
cannot return checks from the Commonwealth of Virginia to any lenders).
2. Student endorses check and fills out the pink sheet for where the money is
returned too).
3. Log on to BANNER
4. Go to RPAAWRD.
A. Reduce the return amount on “Funds by Term”.
5. Go to RPALDSB
A. Find the loan from which you are returning funds. Ex: Alternative (MPL)
B. Highlight the loan from which you will be returning funds.
C. Insert a new record (use the insert record icon at the top of banner
screen).
D. Copy and paste the Reference number from the loan you received for
the reference number for the return.
E. Record the amount to be return on the “Return Amount” field
F. Set the feed indicator to “Y”
6. Run an Immediate Disbursement on the student (ROAIMMP)
7. This will subtract the paid amount to be returned from (RPAAWRD) screen.
8. Take the check to Cashiering and have them apply the check amount to the
student’s account.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 91
9. Make a check request (using the Payment request form from student accounts,
this is attached) for the amount to be returned to ELM/NDN and take the check
request to Accounts Payable (Ellen Ranson)
10. Print a ELM return funds form
A. Go to Business Objects: http://boxer:6405/CmcApp/logon.faces
B. Centeral Management Console
C. Categories
D. Search - Return to Elm Check Request Report
E. Right Click
F. Run in view
G. Type in the “F” number(s) in single quotes ‘ ‘
H. OK
I. This will bring you to the ELM report for the F document
J. Print off two copies of this
K. The amount totaled from the Banner transactions will match this total
L. Log out
11. Accounts Payable will contact FAO when the check is ready to be returned to
ELM/NDN
Mail the form and check to ELM/NDM P.O. Box 460 Denver, CO 80201.
5.
Longwood University
Office of Financial Aid
Electronic Funds Transfer when receiving more than one file
Responsible Person: Loan Counselor
Title: Electronically Transferring Loan funds from ELM/NDN to Longwood University
Frequency: Every Tuesday
Description: This procedure describes how OFA transfers multiple loan funds from
ELM/NDN to an account at Longwood University. Funds are held here until they are
disbursed to the student’s account.
Activities:
1. Receive the paper roster from ELM via ELM mailbox
A. One file will be: Disbursement Roster, date.RPN, date 90983 (Example:
Disbursement Roster 003291100.RPN 03/29/11 90983)
B. Second file will be a Non-NDN disbursement file
C. The disbursement roster brought into the transfer file and saved as a
.doc (ex 003291100.doc) so you can open and print it. (The Non-NDN
roster will come as a fax the night before)
2. The Office of Student Accounts will confirm the receipt of funds, via a phone
call and e-mail to the Office of Financial Aid.
3. Upload Disbursement files (along with the Non-NDN) from ELM mailbox to
the LOAD file (to get to the loan file you will need to access your C:/ drive
then click on transfer and open the load file) in because they will have to be
concatenated so you can run both files together
4. Concatenating the two files together:Go to your desktop Start, Run, Type
CMD and hit OK. This will bring up a black box that says
C:\Windows\System32\cmd.exe
Page 92
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
A.
B.
C.
D.
E.
Type c:/
Hit ENTER
Type cd “space” transfer/load
Hit ENTER
Type filecat “space” –I “space” 03291100.* “space” –o “space”
eft004.dat
F. Hit ENTER
G. Type Exit
***Notes for procedure g. you will use the date of the file that was
brought in for that day, so each concatenation for each EFT will have a
different date (Example this week would be 02270900.* for February 27,
09 and next week you would use 03030900.* for March 03, 2009 and the
EFT number would be different each time also, if you use eft004.dat this
week next week would be eft005.dat and so forth.
Refresh your load file to see the file you just created.
H. The file will appear as the date with ‘DSB’ behind the date, (Example
02270900.dsb)
I. Rename the transfer/load file the number of EFT you are receiving.
i. Example: If you are receiving the 4th EFT the EFT number would
be ‘eft004.dat’. This is for the academic year
J. Move the files from the Transfer/load file after you have named them
to finaid on “Redwood”.
5. Log onto BANNER
6. Run RPREFTL
A. Put the EFT file name in the parameter. ‘01-eft004.dat’.
B. Run, Save and print output. (See attachment 1)
C. Review the output from BANNER with the EFT you received from ELM
file/print out and make sure what you have loaded in BANNER
corresponds with the amounts on the fax. Print and save
7. Go to RPAEPMT.
8. Confirm the receipt of funds, check the boxes. (See Attachment 2) because
there were two files you will have two reference numbers
9. Click SAVE.
A. Write down the reference numbers (Example @00000000006004)
located 5 lines to the left of the “Receipt Flag”; you will need them in
the next step.
10. Run RPREFTP in the parameter for 02 you will put the reference number
(Example 00000000006004) from the RPAEPMT.
A. Click SAVE.
B. Clicks SUBMIT.
C. Print each report.
D. If some loans do not post use the following report to fix those loan
funds (RPREFTP) they will have *ERROR* no RPRLAPP for this loan type
E. *ERROR* invalid fund type for loan
F. *ERROR* Reissued disbursement
G. These can be fixed after you have completed the EFT
11. Run RPEDISB.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 93
A. This is the disbursement process that posts funds to the ‘Paid’ column.
This process takes a few minutes to run. (See attachment for parameter
settings)
.
12. Run RPRLNAG.
13. This report will need to be run for both terms (example 200910, and 200930)
Run the terms one at a time.
A. This is a report for loans that have not posted due to a problem of some
sort.
B. Work this report to resolve any issues, once you have corrected all
problems (there may not be problems every time) you can post these
funds to the student’s account with an immediate disbursement.
File all paper work with the EFT number for record keeping.
6.
Longwood University
Office of Financial Aid
Private Loan Transmission
Responsible Person: Loan Counselor
Title: Loan Transmission to ELM
Frequency: As needed.
Description: Extraction of Private loan certification from BANNER to ELM for processing.
This procedure is also used in summer awarding.
Activities:
1. Go to RPRELAX
A. Click SAVE PARAMETER BOX
B. Click SUBMIT
2. Click OPTIONS on toolbar
A. Review Output and match up the number you wrote down to what is
listed
B. View report for errors and if there are any fix and they will transmit the
next transmission.
3. Open the list for finaid on “Redwood” (do this my maximizing the list with the
plus sign to the left)
A. Click Job sub
B. The File will say ELAP08IN and the output number will be attached.
(example ELAP08IN_93259.dat)
C. Click the file and drag it to the left side of the transfer file
D. Find in the left side of files and rename it to the date of the day it is sent
(ex. 03100900.sis) this date stands for March 31, 2011 and the 00 on the
end is a requirement for ELM, and if you send another file that day you
would name that file 03100901.sis
4. Open ELM
A. Go into MAILBOX
B. Click SEND DATA FILES
C. Click BROWSE and find the file you renamed with the date
D. Open it and the click SEND
Page 94
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
7.
Longwood University
Office of Financial Aid
Processing Paper Checks from Private Lenders
Responsible Person: Loan Counselor
Title: Processing Paper Checks from Private Lenders
Frequency: As needed
Description: This process details the steps for applying private loan funds to a student’s
account when a paper check is received from the lender. This process is also used in
summer awarding.
Activities:
1. Paper Check received in the mail Private Loans.
2. If the check must be endorsed, send an e-mail to the student’s Longwood
University account to notify the student of this. Student must endorse the check
before proceeding.
3. Checks can only be taken to Cashiering on Mon., Wed., And Fridays before 2:00
PM and you have to let them know that the check will be deposited in the EFT
account.
4. Log on to BANNER
a. Go to RPAAWRD.
i. Review the student’s award to insure they are still eligible for the
funds.
ii. Remember to check enrollment and grade level.
b. Post the check to RPAEPMT.
i. Use distribution method ‘I’ for an individual check.
ii. The reference number is the check number
iii. The Source ID is the lender code.
iv. The date will automatically post.
v. The roster amount is the amount of the check.
vi. Check the box for the receipt flag.
c. Go to RPALDSB
i. Click NEXT BLOCK
ii. Find the loan type that corresponds to the check.
1. Ex. Alternative (MPL codes)
iii. Post the reference number as the check number
iv. The check amount is the amount of the check.
v. The date will post automatically.
vi. Set the feed indicator to ‘Y’.
d. Run immediate disbursement.
i. This will post the check amount to the paid column.
8.
Longwood University
Office of Financial Aid
Extracting Private Loan Certification Requests from Elm
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 95
Responsible Person: Loan Counselor
Title: Extracting Private Loan Certification Requests from Elm
Frequency: Daily
Description: This procedure is used to download certification request data from ELM for
Private Loan processing
Activities:
1. Go to the ELM website and log in
https://www.elmproduction.com/ELM/logon.cfm
2. Click on the “Mailbox”
3. If there are any private loans to be certified they will be in the “certification
request report” it will also have the date behind it. Click on this report
4. Save it as the date.doc to your certification request folder (you will have to
create this)
5. Print it out and certify the loans.
9.
Longwood University
Office of Financial Aid
Creation of Private Loans with a FAFSA
Responsible Person: Loan Counselor
Title: Certifying Alternative loans for a Student with an ISIR Record on File
Frequency: As Needed
Description: This procedure creates private loan certifications for students who have an
ISIR record on file
Activities:
1. Pull certification request (R34) from ELM for all private loans using the “Pulling
Alternative Loans from Elm” procedure. Check the amount of funds that student
is eligible for and make sure the student has requested an appropriate amount
A. Check Enrollment Status to make sure that the student meets all the
Lender requirements.
2. Go to RPAAWRD
A. Insert the Fund code according to the loan type and what is on the MPL
code list (see attachment).
i. Click SAVE
B. Enter offered amount and accepted amount.
i. Click SAVE
C. If the loan is only for one semester make sure to make the necessary
adjustments on the Fund Awards by Term tab
i. Click SAVE
3. Click OPTIONS in the toolbar then click “Create Loan Application”
A. This should create the application and take you to RPAELAP where the
application is located.
i. All your information on this application will be on your R.34
B. In the Loan ID block enter the Common Line Unique Loan ID (CL Unique
Page 96
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
ID) and make sure all letters are in Uppercase should be 17 digits in all.
C. Enter the 6-digit Lender Code
i. This code should match the lender code on the R.34
D. Make sure the Guarantor ID matches the one on your R.34
E. Enter the certified and approved amount
F. Change your Loan Status to PVTP
G. Enter CR=Certif. in the Process type field
H. Enter C=Correct.Subm in the Record type field
I. Enter R=Ready in the Application Status Field
J. Click SAVE
4. Still on RPAELAP, Click the “Alternative Loan” tab at the top of the Application
A. Enter Y if the student is the borrower
B. Enter N for Credit in other name
C. Enter the Alternative Program Code from the R.34 in the Program Type
field
D. Make sure there is a “0” in the Total Student Loan Debt Field
5. Click the “Student” tab
A. Make sure the Drivers License Information is entered if not enter NONE
in all caps for DL number and the state the student lives in for the DL
State
10.
Longwood University
Office of Financial Aid
Creation of Private loans without a FAFSA
Responsible Person: Loan Counselor
Title: Creation of Private loans without a FAFSA
Frequency: As needed
Description: This procedure details how Private Loan applications are created in BANNER
when the student does not have a valid ISIR record on file with Longwood University
Activities:
1. Pull the Certification Request from ELM by following the “Pulling alternative
loans from elm” procedure.
2. Check the amount of funds that student is eligible for and make sure the student
has requested an appropriate amount.
A. Checks Enrollment Status to make sure that the student meets all the
Lender requirements. (SGASTDN)
B. Make sure the student meets SAP requirements if required by the
lender.
3. Contact the student and the student will be counseled on the availability of
funding through the Title IV program before any certification of the Private loan.
Students will be advised to file FAFSA to determine federal eligibility before
applying for the Private loan. Federal Direct student loans will be offered and
explained, as a federal Title IV resource, as these may be more beneficial for the
student.
4. Go to RPAABUD and enter in AWARD only packing groups and choose the correct
Aid term and enter in the correct budgets for the student according to their
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 97
enrollment.
5. Go to RRAAREQ in the tracking group enter PRIV for a private only applicant.
6. Go to maintain awards at RPAAWRD
A. Enter a packaging group code of PRIV to indicate the student is a Private
Loan only applicant.
B. Insert the Fund Code according to the loan type and what is on the MPL
code list.
C. Click SAVE.
D. Enter offered amount and accepted amount.
E. Click SAVE
F. If the loan is only for one semester make sure that the “Fund Awards by
Term” tab is adjusted.
G. Click SAVE
7. Click OPTIONS in the toolbar then click “Create Loan Application”
A. This should create the application and take you to RPAELAP where the
application is located.
B. All needed information on this application will be on the R.34.
(certification request)
C. In the Loan ID block, enter the Common Line Unique Loan ID (CL Unique
ID) and make sure all letters are in Uppercase should be 17 digits in all.
D. Enter the Lender Code which is a 6 digit number that should match the
lender on the R.34.
E. Make sure the Guarantor ID matches the one on your R.34 if not make it
the same as it is on R.34.
F. Enter the certified and approved amount.
G. Change the Loan Status to PVTP.
H. Enter CR=Certif. in the Process Type field.
I. Enter C=Correct.Subm in the Record Type field.
J. Enter R=Ready in the Application Status field.
K. Click SAVE.
8. Click the “Alternative Loan” tab at the top of the Application
A. Enter Y if student is the borrower.
B. Enter N if Credit is in other name.
C. Enter the Alternative Program Code from the R.34 in the Program Type
field
D. Make sure there is a “0” in the Total Student Loan Debt field
9. Click the “Student” tab
A. Make sure the Drivers License Information is entered if not enter NONE
in all caps for DL number and the state the student lives in for the DL
State
Last updated: 01-Jun-11
[Click here to insert your school's information]
Last updated: [Click here to insert date]
Page 98
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 99
SECTION 4: INSTITUTIONAL REQUIREMENTS RELATING TO
EDUCATION LOANS
4.1
Private Education Loan Disclosures
Resources
Policies
If an institution or any institution-affiliated organization provides
information regarding a private education loan from a lender to
a prospective borrower, the institution or institution-affiliated
organization also must provide the following disclosures
regardless of whether a preferred-lender arrangement exists:
601.2(b),
Institution
affiliatedorganization
& Private
education
loan
601.11(a)-(c)
FR, 10/28/09,
p. 55628
 Information required under section128(e)(1) of the Truth in
Lending Act (TILA) for private education loans
 The borrower may qualify for loans or other assistance under
the Title IV programs
 The terms and conditions of loans under the Title IV programs
may be more favorable than those of private education
loans
The financial aid office staff should be aware of institutional
policies and practices for providing information about private
education information to prospective borrowers. Identify any
administrative office, academic office, and institution-affiliated
organization that provide information about private education
loans. State your institution’s policies for providing information
about private education loans to prospective borrowers.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Explain how institutional offices and institution-affiliated
Page 100
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
organizations are made aware of the disclosure requirements.
Describe procedures for making the required disclosures, when
they must be made, and in what format. Identify who is
responsible for ensuring the information about private education
loans is presented distinctly from the information about Title IV
loans, monitoring any change in the disclosure requirements,
updating the disclosure information as needed, and making the
disclosure information available to each institutional office and
institution-affiliated organization. If another office is responsible,
you may want to cross-reference that office’s policies and
procedures.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 101
4.2
Preferred Lender Arrangements
Resources
Policies
If an institution or any of its institution-affiliated organizations has
a preferred lender arrangement with private education loan
lenders, the institution or institution-affiliated organization must:
601.2(b),
Preferred
Lender
arrangement
FR, 10/28/09,
pp. 55628 to
55629
 Annually compile and maintain a preferred lender list of
601.10(d)
private education loan lenders, and make the list available to 668.14(b)(28)
students attending the institution and their families
 Provide certain disclosures related to education loans and
each loan offered pursuant to a preferred lender
arrangement
601.2(b),
Education
loan
601.10(a)-(c)
 Submit an annual report about its preferred lender
arrangements to the Department of Education (ED)
601.20
 Not make certain agreements in the marketing of private
education loans to students attending the institution
601.12
In addition, the institution must develop, publish, and enforce a
preferred lender code of conduct prohibiting a conflict of
interest.
601.21
State your institution’s policies regarding preferred lender
arrangements with private education loan lenders. Explain how
all institutional offices and departments as well as institutionaffiliated organizations are made aware of this policy. Identify
who has authority to enter into a preferred lender arrangement
with a private education loan lender.
Identify all private education loan lenders with which the
institution or any institution-affiliated organization has a preferred
lender arrangement.
[Click here to insert your school's policies]
Page 102
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Last updated: [Click here to insert date]
Procedures
Describe your institution’s procedures for entering into a
preferred lender arrangement with a private education loan
lender.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
4.2.1 Preferred Lender Lists
Policies
If the institution or any institution-affiliated organization
participates in a preferred lender arrangement, state your
institution’s policies for compiling a preferred lender list
and making the list and accompanying disclosures
available to students attending the institution and their
families. Describe each of the criteria the institution uses in
establishing a preferred lender arrangement.
601.10(d)
668.14(b)(28)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the procedures for compiling the institution’s
preferred lender list, including the method used to select
the private education loan lenders and how the institution
ensures there are not less than two lenders that are not an
affiliate of any other lender listed. Explain how the
institution informs students and their families about the list
and makes it available. If another office is responsible, you
may want to cross-reference that office’s policies and
procedures.
Describe how the financial aid office ensures it does not
deny or unnecessarily delay the processing of a private
education loan from a lender not on the institution’s
preferred lender list.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 103
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
4.2.2 Preferred Lender Arrangement Disclosures
Policies
If the institution or any institution-affiliated organization
participates in a preferred lender arrangement, it must
disclose on its website and in all informational materials
that describe or discuss education loans:
601.10(a)(1),(
b),
(c)
 The maximum Title IV grant and loan aid available
 The information identified on the ED-developed model
disclosure form for each type of education loan
offered pursuant to a preferred lender arrangement
There are additional disclosures the institution or institution- 601.10(a)(2),(
affiliated organization must provide for each type of
b),
private education loan offered pursuant to a preferred
(c)
lender arrangement. The additional disclosures must be
provided on the institution’s or institution-affiliated
organization’s website and in all informational materials
that discuss or describe private education loans. The
institution must disclose information required under section
128(e)(11) of TILA, and the institution-affiliated organization
must disclose information required under section 128(e)(1)
of TILA.
State your institution’s policies for providing the required
disclosures annually to students and their families in a
manner that allows them to take the information into
account before selecting a lender or applying for an
education loan.
601.10(c)(2)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe procedures for making the required disclosures,
when they are made, and in what format(s). Identify who
Page 104
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
is responsible for ensuring the information about Title IV
loan and grant maximums is presented in an easy to
understand format, monitoring any change in the
disclosure requirements, updating the disclosure
information as needed, and making the disclosure
information available to each institutional office and
institution-affiliated organization. If another office is
responsible, you may want to cross-reference that office’s
policies and procedures.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
4.2.3 Preferred Lender Arrangement Annual Report
[Note: At the time this section of the Manual was finalized,
ED had not established a due date for the report or to
whom the report should be sent. Watch NASFAA’s Today’s
News for updated information about the report’s due
date and to whom it must be sent.]
Policies
If the institution or any institution-affiliated organization
participates in a preferred lender arrangement, state your
school’s policies for providing the annual report to current
and prospective students and their families, and for
making the report available to the public.
601.20
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe procedures for preparing the report, submitting it
to ED, providing it to students and their parents, and
making it available to the public. Identify who has
responsibilities for the report. If another office is responsible
for the report, you may want to cross-reference that
office’s policies and procedures.
[Click here to insert your school's procedures]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 105
Last updated: [Click here to insert date]
4.2.4 Agreements Related to the Marketing of Private
Education Loans
Policies
If the institution or any institution-affiliated organization
participates in a preferred lender arrangement, state your
institution’s policy for use of its name, emblem, mascot,
logo, and other institutional identifiers by individuals or
entities not a part of or affiliated with the institution.
601.12
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe procedures for requesting the use of and using
the institution’s name, emblem, mascot, logo, and other
institutional identifiers by individuals or entities not a part of
or affiliated with the institution. Describe procedures for
ensuring the lender’s name is displayed in all private
education loan information and documents in a way that
clearly indicates the lender, not the school, offers or
makes the loan. If another office is responsible for use of
the institution’s name and other institutional identifiers, you
may want to cross-reference that office’s policies and
procedures.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
4.2.5 Preferred Lender Arrangement Code of Conduct
Policies
If the institution or any institution-affiliated organization
participates in a preferred lender arrangement, state your
code of conduct policies. Identify all personnel of the
institution and any institution-affiliated organization as well
as others (i.e., the institution’s trustees and board of
director members) covered by the code. Include policies
Page 106
Longwood University Office of Financial Aid
Policies & Procedures
601.2(b),
Officer
601.21
© NASFAA 2010
for administering, publicizing, and enforcing the code of
conduct.
Indicate whether the institution has implemented a single
code of conduct to address participation in a preferred
lender arrangement as well as in a Title IV loan program.
See Section 2.2.1.
668.14(b)(27)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe procedures for administering, publicizing, and
enforcing the code of conduct, including how the
institution monitors for and addresses conflicts of interest. If
another office is responsible for the code of conduct, you
may want to cross-reference that office’s policies and
procedures.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 107
Page 108
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
4.3
Private Education Loan Applicant Self-Certification Form
Resources
Policies
State your institution’s policy for providing the Private Education
Loan Applicant Self-Certification form and the information
needed to complete it.
601.11(d)
668.14(b)(29)
GEN-10-01
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe procedures for providing the Private Education Loan
Applicant Self-Certification form to private education loan
applicants. Identify which office has responsibility for providing it
and the information needed to complete the form. If it is not the
financial aid office, explain how the responsible office obtains
information regarding the student’s cost of attendance and
estimated financial assistance. (See Section 18.1.)
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 109
Page 110
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
4.4
Direct Loan Disclosures
Resources
Policies
[Note: At the time this section of the Manual was finalized, ED
had not yet implemented the model disclosure form for schools
participating in the Direct Loan Program. Watch NASFAA’s
Today’s News for updated information about the report’s due
date and to whom it must be sent.]
If the institution participates in any of the Direct Loan programs,
state your school’s policies for making information in the model
disclosure form available to current and prospective students or
their families. If the institution also provides information regarding
a private education loan to a prospective borrower, state your
school’s policies for providing information in the model disclosure
form to the prospective borrower.
601.30
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe your school’s procedures for making the information in
the model disclosure form available and for providing the
information when required. If another office is responsible for
these requirements, you may want to cross-reference that
office’s policies and procedures.
1.
Longwood University
Office of Financial Aid
Loan Disbursement E-Mail Notification Procedure
Responsible Person: Counselor
Frequency: As needed within 7 days of disbursement
Description: Email notification to students about a recent disbursement
of federal aid to their account
22. Log into Banner
23. Go to GLBDATA
A. Next block, form will load
i. LOAN_NOTICE_POPSEL
ii. BLANK
iii. BLANK
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 111
iv. BLANK
v. BLANK
vi.
FINAID
vii. (USER NAME)
viii. BLANK
B. Click SUBMIT, click Save Parameter Set as
C. Click SAVE
D. Form will ask you to input Disbursement Date
i. Input date using DD-MMM-YYYY format
(MMM=first 3 letters of month)
E. Click SUBMIT
F. Click SAVE
24. Go to GLBLSEL
A. Next block, form will load
i. FINAID
ii. N
iii. FA_LOAN_NOTICE
iv. LOAN_NOTICE_POPSEL
v. (USER NAME)
vi.
(USER NAME)
vii. BLANK
viii. AID YEAR CODE (YYYY)
ix.
BLANK
x.
1MA
xi. Y
xii.
Y
B. Click SUBMIT, click Save Parameter Set as
C. Click SAVE
D. Form will ask you to input Disbursement Date
i. Input date using DD-MMM-YYYY format
(MMM=first 3 letters of month)
E. Click SUBMIT
F. Click SAVE
25. Go to GLRLETR
A. Next block, form will load
i. FINAID
ii. 1
iii. N
iv. FA_LOAN_NOTICE
v. BLANK
vi.
999999
vii. R
viii. N
ix.
03-SEP-2010
x.
03-SEP-2010
xi. 03-SEP-2010
xii.
AID YEAR CODE (YYYY)
B. Click Submit, click Save Parameter Set as
Page 112
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
C. Click SAVE
D. Click OPTIONS (top menu)
E. Click Review Output
26. Double click in File Name field until screen populates with a
number.doc field
27. Double click on number.doc file, screen will populate with
students, amounts, and address’
28. Click Options, click show document (pop up blocker must be
turned off in IE)
29. On Internet Explorer, save file as date (mmddyyyy) .doc
30. Minimize Banner
31. Open DOCUMENT folder, open Longwood Loan Disbursement
Notification file
32. Click MAILINGS tab at top
33. Click start mail merg-email messages
34. Click select recipients-use existing list-browse document folder
and select saved file with disbursement date you created
35. Click edit recipient list-deselect check box of anyone with
BLANK amount shown
36. Click OK
37. Click Preview Results-make sure preview looks correct and
fields are populated correctly
38. Click finish and merge-Select email messages
39. In pop up select Longwood email address
40. Type subject: Loan Notice
41. Click OK-File will run and emails will process
42. When complete, close file, DO NOT SAVE CHANGES
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 113
SECTION 5: STUDENT CONSUMER INFORMATION REQUIREMENTS
Resources
5.1
Federal Student Consumer Information Requirements
In addition to requiring institutions to provide student consumer
information under a number of categories, federal regulations
require institutions annually to notify enrolled students of the
types of consumer information it must make available. Policies
and procedures related to the annual notification of enrolled
students are in subsection 5.1.1, and those related to the
categories of information that must be disclosed are in
subsections 5.1.2 through 5.1.9.
668, Subpart D
2009–10 FSA
Handbook, pp.
2-69 to 2-77, 288 to
2-93
The regulations distinguish information that must be given to
enrolled versus prospective students, to current versus
prospective employees, to prospective student-athletes, and to
parents, coaches, guidance counselors, and the general public.
Several of these terms have specific meanings defined in
regulation which you may want to list here.
668.41(a)
Some of this information must be sent or given to the consumer
automatically, and some must be provided only upon request.
This may involve offices other than financial aid. The office that
produces and maintains the information may not necessarily be
the office responsible for disseminating it.
Schools should designate one or more individuals to
regularly
monitor and coordinate the content and
dissemination of
consumer information. It is important for the financial aid
office to remain in contact with the individuals responsible for
keeping this information current.
668.44
You may find it helpful to construct a chart for this section of your
policies and procedures manual, showing each category of
required information and, for each category:
 The office charged with gathering and maintaining it
 The office or individual responsible for disseminating it
 Who must receive it and under what circumstances (i.e.,
unsolicited or only upon request)
Page 114
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
 The method of dissemination
 A calendar showing when information is updated
You may find it sufficient in some of the subsections that follow to
cross-reference the policies and procedures of other offices, or
to refer to institutional publications.
This section of the template is organized mainly by category of
information, on the premise that offices other than financial aid
will have primary responsibility for certain categories. Alternately,
you could choose to organize it mainly by recipient, showing the
information that must be sent to enrolled students, prospective
students, current employees, coaches, etc.
[Click here to insert your school's information]
Last updated: [Click here to insert date]
NASFAA’s CORE training materials include the Guide to Student
Financial Aid Reporting, Disclosure, and Recordkeeping
Requirements, which is a comprehensive chart and guide to the
various reporting, disclosure, and recordkeeping requirements,
including student consumer information. Information regarding
CORE may be found on the NASFAA website.
5.1.1
Notice to Enrolled Students
Policies
The institution annually must distribute to all enrolled
students a notice that lists and briefly describes the
following types of consumer information which the
institution must make available:
668.41(c)
668.41(a),
Notice
 Financial assistance available to students enrolled at
the institution
668.42
 Institutional information
668.43
 The institution’s graduation or completion rate and, if
required, its transfer-out rate
668.45
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 115
 The institution’s annual campus security report
668.46(b)
 The institution’s annual fire safety report if the institution
maintains any on-campus student housing facility
668.41(a), Oncampus
student
housing facility
668.49(b)
 The institution’s athletic program participation and
financial support report if the institution is required to
compile this report
668.47
 The student’s rights under the Family Educational Rights
and Privacy Act (FERPA)
99.7
 The institution’s retention rate as reported to the
Integrated Postsecondary Education Data System
(IPEDS)
 The institution’s placement of, and types of
employment obtained by, graduates of the institution’s
degree or certificate programs
668.41(d)(3)
668.41(d)(5)
 The types of graduate and professional school
education in which graduates of the institution’s fouryear degree programs enroll if the institution offers a
four-year degree program
668.41(d)(6)
The notice must be provided to each student individually
and must explain how students may obtain the consumer
information.
668.41(c)
668.41(a),
Notice
This section of your manual only details those policies and
procedures associated with providing the notice to
enrolled students.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Page 116
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Procedures
When you construct your procedures, be sure to include:
 Who is responsible for providing the notice
 When and in what format the notice is provided
668.41(a),
Notice
 How students may obtain the consumer information,
including the name(s) and contact information of the
individual(s) designated full time to assist students in
obtaining the consumer information
668.41(c)
668.44
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
5.1.2
Financial Aid Information
Policies
The institution must publish and make readily available to
enrolled and prospective students, upon request:
668.41(d)(1)
668.42
 A description of all available financial aid programs
(including both need-based and non-need-based
programs), and for each of those programs:
668.42(a)(1),(2)
 Procedures and forms required to apply
668.42(b)(1)
 Student eligibility requirements
668.42(b)(2)
 Criteria for selecting recipients and for determining
award amounts
668.42(b)(3),(4)
 The terms and conditions of loans students receive
under the Direct Loan and Federal Perkins Loan
programs.
668.42(a)(4)
 Certain information about awarded financial aid,
specifically:
 General conditions and terms applicable to any
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
668.42(c)(5)
Page 117
employment provided to a student as part of the
student’s financial aid package
 Terms of any loan that is part of a student’s aid
package, a sample loan repayment schedule for
sample loans, and the necessity for repaying loans
668.42(c)(4)
 Method and frequency of financial assistance
disbursements to students
668.42(c)(3)
 Rights and responsibilities of student aid recipients,
including:
668.42(c)
 Criteria for continued eligibility under each program
668.42(c)(1)
 Standards of satisfactory academic progress
668.42(c)(2)(i)
 Criteria by which the student who has failed to
maintain satisfactory academic progress may reestablish eligibility for financial assistance
668.42(c)(2)(ii)
 The exit counseling information the institution provides
and collects from student borrowers under the Federal
Perkins Loan and Direct Loan programs
668.42(c)(6)
You may want to cross-reference the sections of your
manual that describe the information listed above. This
section of your manual only details those policies and
procedures associated with disseminating the information.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
When you construct your procedures, include:
 Who is responsible for maintaining the accuracy and
timeliness of the information
 How and in what format the information is
disseminated
Page 118
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
 How requests from prospective students for this
information are fulfilled, including time lines
 If dissemination is by Internet or (for enrolled students
only) intranet, how the exact website address is
conveyed to students and what provision is made for
fulfilling requests for the information on paper
668.41(b),(c)(2
)
 The individual or group of individuals designated full
time to assist students in obtaining the information, and
how students are informed of that service
668.44
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
5.1.3
Institutional Information
Policies
The institution must make certain information about itself
readily available upon request to enrolled and
prospective students. The information itself is likely
maintained by offices other than financial aid (except
possibly the cost of attendance data and the summary of
the return of Title IV funds requirements); you may want to
list those offices here.
668.43
For those institutional information disclosures for which the
financial aid office is responsible, you may want to crossreference the sections of your manual describing that
information. This section of your manual should address the
dissemination (rather than content) of institutional
information. It should include statements as to who is
responsible for making each required piece of information
available.
Schools also must make policy decisions regarding FERPA
requirements and fulfill certain notification requirements.
668.41(c)
99.7(a)(1)
In addition, the law also requires the institution to post
certain pricing information regarding recommended and
required textbooks for each of its courses.
HEA
133(d)(1),(f)
GEN 10-09
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 119
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
State by whom, how, and to whom required institutional
information is provided, or cross-reference the policies and
procedures of the responsible offices.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
5.1.4
Completion or Graduation Rate
Policies
An institution must annually prepare its completion or
graduation rate, and, if applicable, its transfer-out rate,
and must make these rates available to enrolled or
prospective students on request. This section of your
manual should address the dissemination (rather than
content) of this information and include statements as to
who is responsible for preparing the rates and who
disseminates them.
668.41(d)(4)
668.45
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Explain when, how, and to whom the rates are provided,
and/or cross-reference the policies and procedures of the
responsible office(s).
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 120
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
5.1.5
Annual Security Report
Policies
An institution must distribute an annual security report—
including crime statistics and campus policies and
procedures regarding security matters—to enrolled
students and current employees. The institution must also
ensure prospective students and prospective employees
are informed of the availability of the report and given an
opportunity to obtain it. The statistics portion of the report
must also be submitted to the Department of Education
(ED), as required.
668.41(b),(c)(2
),(e)
668.46(b),(c)
Indicate:
 Who compiles, maintains, distributes, and submits the
crime statistics to ED
 Who constructs and reports the institution's policies
regarding campus security
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Indicate:
 How the annual security report is disseminated to the
various target groups
 The procedures that must be followed to request a
copy of the full report
You may also want to cross-reference the policies and
procedures and/or publications of other offices with
responsibility for these disclosures and reports.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 121
5.1.5.1
Timely Warnings and Emergency
Notifications
Policies
An institution must make timely warnings about
certain crimes to the campus community. An
institution also must follow emergency notification
procedures if there is an immediate threat to the
health or safety of students or employees occurring
on campus. Identify for each type of notification,
who is responsible for providing the notification,
under what circumstances, and who should be
notified.
668.46(e)
668.46(g)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe how each notification is provided. You
may also want to cross-reference the policies and
procedures of the office(s) with responsibility for
each of these notifications.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
5.1.5.2
Campus Crime Log
Policies
If an institution maintains a campus police or
security department it must maintain and make
available a daily crime log. Identify who is
responsible for making the campus crime log
available and who may have access to the log’s
information.
668.46(f)
[Click here to insert your school's policies]
Page 122
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Last updated: [Click here to insert date]
Procedures
Describe procedures for making the log available.
You may also want to cross-reference the policies
and procedures of the office responsible for the log.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
5.1.6
Student-Athlete Completion or Graduation Rate
Policies
An institution that provides athletically-related aid must
prepare an annual report concerning the completion or
graduation rate and transfer-out rate, if applicable, along
with related statistics of its athletic aid recipients. When an
institution offers athletically-related aid to a prospective
student-athlete, it must provide the report to the student
and to the student's parents, high school coach, and
guidance counselor.
668.41(f)
668.45(a)-(e)
668.48
Indicate who is responsible for preparing the report and
for disseminating it.
You may want to cross-reference the policies of offices
responsible for aspects of this requirement that are not the
function of the financial aid office.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe how the office responsible for disseminating the
report receives the names of prospective student-athletes
being offered athletically-related aid and how the
information is distributed. If this requirement is satisfied by
membership in a qualifying national collegiate athletic
association, state that. Also indicate how and when the
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 123
financial aid office is informed of awards made to
prospective and current student athletes. You may want
to cross-reference procedures or publications of other
offices responsible for meeting these requirements.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
5.1.7
Athletic Program Participation and Financial
Support Report
Policies
A co-educational institution that has an intercollegiate
athletic program must make its annual athletic program
participation and financial support report available to
enrolled students, prospective students, and the general
public. The institution also must submit the report to ED.
Indicate here who is responsible for compiling this report,
making it available, responding to requests for it, and
submitting it to ED.
668.41(g)
668.47
2009–10 FSA
Handbook, pp.
2-76 to 2-77
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe how the institution makes this report easily
accessible and how the institution promptly fulfills requests
for it. Indicate how and when the report is submitted to
ED. You may want to cross-reference the procedures or
publications of the responsible offices.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 124
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
5.1.8 Annual Fire Safety Report
Policies
If an institution maintains any on-campus student housing
facility, it must distribute an annual fire safety report to
enrolled students and current employees. The institution
must also ensure prospective students and prospective
employees are informed of the availability of the report
and given an opportunity to obtain it. The statistics portion
of the report must also be submitted to the ED, as
required.
668.41(a), Oncampus
student
housing facility
668.41(b),(c)(2
),(e)
668.49(a)-(c)
Indicate:
 Who compiles, maintains, distributes, and submits the
fire statistics to ED
 Who constructs and reports the institution's policies
regarding fire safety
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Indicate:
 How the fire safety report is disseminated to the various
target groups
 The procedures that must be followed to request a
copy of the full report
You may also want to cross-reference the policies and
procedures and/or publications of other offices with
responsibility for these disclosures and reports.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 125
5.1.8.1
Fire Log
Policies
If an institution maintains any on-campus student
housing facility, it must maintain and make
available a fire log. Identify who is responsible for
making the fire log available and who may have
access to the log’s information.
668.49(d)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe procedures for making the fire log
available. You may also want to cross-reference the
policies and procedures of the office responsible for
the fire log.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
5.1.9 Other General Disclosures
The institution must make the information identified below
readily available upon request to enrolled and
prospective students.
Page 126
 The institution’s retention rate as reported to IPEDS
668.41(d)(3)
 The institution’s placement of, and types of
employment obtained by, graduates of the institution’s
degree or certificate programs
668.41(d)(5)
 The types of graduate and professional school
education in which graduates of the institution’s fouryear degree programs enroll if the institution offers a
four-year degree program
668.41(d)(6)
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
You may want to cross-reference the sections of your
manual that describe the information listed above. This
section of your manual only details those policies and
procedures associated with disseminating the information.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
When you construct your procedures, include:
 Who is responsible for maintaining the accuracy and
timeliness of the information
 How and in what format the information is
disseminated
 How requests from prospective students for this
information are fulfilled, including time lines
 If dissemination is by Internet or (for enrolled students
only) intranet, how the exact website address is
conveyed to students and what provision is made for
fulfilling requests for the information on paper
668.41(b),(c)(2
)
 The individual or group of individuals designated full
time to assist students in obtaining the information, and
how students are informed of that service
668.44
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 127
5.2
State-Required Consumer Information
Resources
Describe any state-required consumer information not
addressed by the previous sections of your manual. Include
information about who is responsible for reviewing and updating
it, as well as the frequency and method of distribution.
[Click here to insert your school's information]
Last updated: [Click here to insert date]
Page 128
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
5.3
Accrediting Agency Consumer Information
Resources
If your accrediting agency requires your school to provide
consumer information to your students not addressed by the
previous sections of your manual, list it here. Include information
about who is responsible for reviewing and updating it, as well as
the frequency and method of distribution.
[Click here to insert your school's information]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 129
5.4
Title IV Loan Counseling
Resources
Prior to receiving the first disbursement of a Direct Subsidized
Loan or Direct Unsubsidized Loan, the student must undergo
entrance counseling unless the student has received a prior
Direct Subsidized Loan, Direct Unsubsidized Loan, Federal
Stafford Loan, or Federal SLS. All graduate PLUS borrowers must
undergo entrance counseling before receiving the first
disbursement of a graduate PLUS.
685.304(a)
In addition, all student borrowers of a loan made of a Perkins
Loan, Direct Loan, or Federal Family Education Loan must
undergo exit counseling shortly before the borrower ceases at
least half-time enrollment at the institution.
674.42(b)
682.604(g)
685.304(b)
5.4.1 Entrance Counseling
Policies
This section of your manual details those policies and
procedures associated with providing the required
entrance counseling. You may want to cross-reference
the sections of your manual that describe the information
that must be conveyed during the counseling. Identify
who must undergo entrance counseling and which office
is responsible for conducting entrance counseling.
685.304(a)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
When you construct your procedures, include information
regarding:
685.304(a)(3)
-(5)
 How the counseling is conducted, including entrance
counseling for borrowers enrolled in correspondence or
Page 130
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
study abroad programs
 A description of how the institution ensures the
borrower receives the counseling materials, and
participates in and completes the counseling if the
institution conducts entrance counseling through
interactive electronic means
 How the institution makes an individual with expertise in
the Title IV programs reasonably available shortly after
entrance counseling to answer the borrower’s
questions
1.
Longwood University
Office of Financial Aid
Retrieving Entrance Counseling for Direct Loans
Responsible Person: Loan Counselor
Title: Retrieving Entrance Counseling Reports
Frequency: As needed
Description: This procedure creates reports with students who have completed
their Entrance Counseling. This procedure also details how to satisfy this
requirement in the student information database (BANNER)
Activities:
1. Electronic Procedures
A. Log on to Ed Connect
B. Click Mailbox Query (mailbox query is the seventh from the left at
the top of the screen)
C. Choose the message class for Entrance Counseling (crecmyop).
1. Check the box
2. Then go to the top of the screen and select “Transmission”
tab and then select “now”
D. This moves the file from Ed Connect to the fa on admin share drive
under folder “data”
E. Open fa on admin share drive
1. Select the “data” file
2. Here you will find the crecmyop.001 file (the .001 extension
will change with every file you bring in for example the next
time you bring in the crecmyop file it will be cremyop.002
and so forth.
F. Move the file from “data to finaid on ‘Redwood(redwood)’(P’) drive
G. Log on to BANNER.
H. Go to RERIMxx.
1. 01 Select the aid year
2. 02 put the crecmyop.001 in this parameter
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 131
I.
J.
3. 03 “B”
4. 04 leave blank
5. 05 “S”
6. 06 leave blank
7. 07 leave blank
8. 08 “Q”
9. 09 ENTRCG
10.
10 “S”
Then Summit and SAVE
1. Review output
2. Be sure to check of rejected records and make corrections
as needed.
For rejects see reject procedure
2.
Longwood University
Office of Financial Aid
Retrieving Perkins Entrance Counseling Reports
Responsible Person: Loan Counselor
Title: Retrieving Perkins Entrance Counseling Reports
Frequency: Daily
Description: This procedure creates reports with students who have completed
their Entrance Counseling. This procedure also details how to satisfy this
requirement in the student information database (BANNER).
Activities:
1. Electronic Procedures
A. Log on to Mapping your Future at http://mapping-yourfuture.org/services/fao.cfm
1. Click REPORTS on the toolbar at the top of the page.
2. Choose COUNSELING SESSION REPORTS.
3. Choose report type: Perkins Entrance.
4. Choose date range; use the start date as the last time you
ran and entrance report.
5. Select Retrieval Type as Downloadable Printable
Confirmations
6. Press Continue
7. It will then ask you to download, do not download, open
the file and print all.
2. Log on to BANNER.
A. Go to RRAAREQ.
1. Find the student by their SSN and satisfy their tracking
requirements for Entrance Counseling for Stafford or
Perkins by placing an ‘S’ in the STATUS box.
B. All paper confirmations are then filed in the student’s paper file.
3. Paper Procedure
Page 132
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
A. Have the student fill out the paper Entrance.
B. Log on to BANNER
C. Go to RRAAREQ
1. Find the student by their SSN and satisfy their tracking
requirements for Entrance Counseling for Stafford or
Perkins by placing an ‘S’ in the STATUS box.
D. File in Student paper file
Last updated: 11-MAY-2011
5.4.2 Exit Counseling
Policies
This section of your manual details those policies and
procedures associated with providing the required exit
counseling. You may want to cross-reference the sections
of your manual that describe the information that must be
conveyed and collected during exit counseling. Identify
who must undergo exit counseling and which office is
responsible for conducting exit counseling.
674.42(b)
682.604(g)
685.304(b)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
When you construct your procedures, include information
regarding:
 How the counseling is conducted, including exit
counseling for borrowers enrolled in correspondence or
study abroad programs
 A description of how and when the institution provides
exit counseling materials to borrowers who withdraw or
fail to complete exit counseling as required
 How the institution obtains the information required to
be collected during exit counseling
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 133
1.
Longwood University
Office of Financial Aid
Processing Exit letters
Responsible Person: Loan Counselor
Title: Processing Exit counseling letters
Frequency: Every 30 days
Description: This procedure will pull students who need an exit letter and generate
a tracking requirement
Activities:
1. GLBDATA – Run Popsel of those students needing letter generation.
(EXIT_LTR_NEEDED for Graduates and RRREXIT_WITHDRAWALS for
withdrawals) (go to options and show document and see how many
students were selected)
A. 2nd Dynamic parameters will appear for entry of term (AWARD
YEAR) and date (Date for Grad = Today’s date, date for W/D will be
last run date)
2. RRREXIT – select which group of students needs to be run. (parameter 6 =
Graduates ; 7 = Withdrawals ; 8 = Low enrollment)
A. Graduates – parameter 6 = Y, 12, 13 = complete – beg. Date late
date exits run, ending date – today’s date, 14,15 = null
B. Withdrawals – parameters 7 = Y, 14= term of withdrawal, 19 =
FINAID, 20 = RRREXIT_WITHDRAWALS, 21 = user ID, 22 = user id
C. Below ½ - parameters 8 = Y, 14 = null, 15 = prev term (No Popsel)
(MUST RUN SEPERATELY)
D. Run this in “R” (report) mode in parameter 16 the first time to make
sure you have the correct students.
E. Click submit and save it, now you have run the report go to options
at the top and “show document” to make sure the number of
students in this report matches the number in GLBDATA.
3. RRREXIT – run the same thing at above but run in “U” mode in parameter
16 and this will update the tracking requirement to exit has been mailed.
4. Go to options in RRREXIT and “show document” click yes when the window
pops up.
A. Click page, save as ---- name.doc in html only. (I use the date ex.
WD0311.doc)
B. Open in Word---- change page layout to landscape and margins to
.5
5. GLAEXTR – Verify the count and print the list of students (Use Help key ---extract with no key (HOLD CTRL)
6. GLBLSEL – see below for parameter for Withdrawn students and for
Graduating students parameter 4 will change to EXIT_LTR_NEEDED GLRLETR
– creates variables for the letter to mail merge letter in word (Save as,
Overwrite name of document….exitltr2.web.doc)
7. Parameter 2 = 1 everything else should be (review output and save)
8. Go to word and open EXIT_LTR_NEEDE.doc
Page 134
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
(see attachment)
9. Click mailings and start a mail merge using the wizard
A. Choose different list
B. Click ok
C. Click continue and address the letters
D. Change the date in the letter to today’s date
E. Print the letters on letterhead
10. Match up the letters with the loan listing and mail to the student.
See Appendix B for supporting Screen Shots
2.
Longwood University
Office of Financial Aid
Perkins Loan Exit Counseling
Responsible Person: Loan Counselor
Title: Generating Exit Letters for Perkins Borrowers
Frequency: Every 30 days
Description: This procedure outlines how Exit letters tracked and sent out Perkins
Loan borrowers who are no longer enrolled at Longwood University. This is done
after Exit Letters are generated in BANNER.
Activities:
1. Pull out all Perkins exits from the exit letters. You can find them by looking
at the total sheet and it will say Perkins, the year and the amount. Make
copies of all of these letters.
2. Log onto Campus Partners Web Connect
(http://datalink.campuspartners.net/)
A. Click the “Click here to start session”. After it is loaded the login
screen will come up.
B. Put in your user ID and hit enter then enter your password and hit
enter.
C. When the menu screen comes up click to the left of “CICSAE” and
put an “s” and click enter.
D. A black screen will appear and you will need to type WB01 and
enter to get to the main menu.
E. Beside option (top right corner, this will be where you will type all
of your commands) type MAIN in the blanks beside it and hit enter.
F. Type in either student name (Last name, first name) or SSN to
locate their loan.
G. Change the separation date according to withdrawal date in
SFAWDRL or the graduation date in SGASTDN. Type CHG in the
OPTION field and hit enter. (you will be taken to the NSLDS screen)
H. Change “ENR Effect Date” field to date borrower entered into
current enrollment status. (Withdrawal date or graduation date)
I. Enter the “ENR Status CD” code. (A-approved leave of absence, DDeceased, F- Full-time, G- graduated, H- half time or less than full
time enrollment, L- Less than half time enrollment, W- Withdrawn,
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 135
3.
4.
5.
6.
7.
N- N/A
J. Enter school code 003719.
K. Put CHG in the option field and hit enter. (Updates Successful
should appear at the bottom of the screen)
L. Type XPG in the option field and hit enter.
M. Cursor will be at the bottom under PKG REQ(X), put a “S” beside
this. (DO NOT PUT A X OR WE WILL BE CHARGED) and hit enter.
N. You should now see the Perkins Disclosure Statement, hit the PRT
SCR button on the keyboard three times. (1 copy for the folder, 2
for the student one which needs to be signed and sent back to
Longwood).
Sort through copies and put one disclosure statement without copy for their
folder to go upstairs, and place two copies with the original for the student.
On one of the disclosure statements write “Please sign and return to
Longwood”.
Pull all folders from the fire proof file cabinet (either top or second drawer)
and place our copies in them.
Type up a list of all the folders you pulled (name and ssn).
Make 2 copies of this list and take the folders and the 2 lists upstairs to
Kathy Motley and have her sign for them. (You will keep the signed copy)
Go to RRAAREQ in banner and insert line and put EXINT and satisfy it.
When exit counseling is completed take them up to Kathy as well and also
the signed disclosure statements.
Last updated: 11-May-11
Page 136
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
SECTION 6: APPLICATIONS & FORMS
6.1
Resources
HEA 483
Application Process
Policies
State your application policies here:
 Discuss the application methods and/or forms your students
use to apply for aid.
 Describe how students learn about your application
processes.
Explain why your school uses certain application forms or
methods. For example, if your school uses only the Free
Application for Federal Student Aid (FAFSA) as the basis of your
financial aid process, then state that here. If your state requires a
separate application for state aid, explain that here. If your
school requires an institutional aid application, then explain why
and when you use that application.
2010–11 FSA
Handbook,
pp. AVG-5 to
AVG-40
If you require an institutional application for all aid applications
or different types of students, such as freshmen, transfer,
graduate, summer session, nondegree, and study abroad
students, indicate that here.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the steps taken as each (federal, state, and/or
institutional) application is received:
 Provide details about which staff members are responsible for
processing the aid applications.
 Indicate how they are processed.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 137
Give a brief explanation of the FAFSA process at your school and
note the role, if any, the school plays in the application process.
For example, if the school submits the FAFSA electronically via
FAA Access to CPS Online, indicate that here. FAA Access to
CPS Online is located at https://faaaccess.ed.gov/
Address the following procedures:
 Identification and treatment of incomplete applications
 Who is responsible for reviewing applications
 Steps taken when students submit paper Student Aid Reports
(SARs) or SAR Acknowledgements including:
 Checking whether the school is listed on the output
document
 Who adds the school to ensure it receives an Institutional
Student Information Record (ISIR)
 How and when this is done
 Processes for reviewing initial and subsequent ISIRs (You may
wish to cross-reference the file review section of your
manual.)
668.16(f)
2010–11 FSA
Handbook,
pp. AVG-106
to AVG-107
 Who is responsible for reviewing ISIRs
 How and when this is done
If unusual circumstances are identified during the application
process, give details about that process and what follow-up
information may be requested. You may wish to cross-reference
the file review and professional judgment (PJ) sections of the
manual.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 138
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
6.2
Forms
Resources
Policies
Describe all forms (other than application forms) used in the
financial aid process at your school:
 If you require different forms for different types of students,
such as dependent, independent, freshmen, transfer,
graduate, summer session, nondegree, and study abroad
students, indicate that here (e.g., different verification forms
for dependent versus independent students).
 Explain why these separate forms are used.
 Describe all forms you use to resolve incomplete applications,
such as an incomplete application form, additional
information form, etc.
 Include sample forms in the manual appendix and crossreference the appendix here. You may also want to crossreference the document tracking and collection section of
the manual.
It may be helpful to identify the various processes used by your
office to ensure you consider all of the forms.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Provide information about:
 How often and who is responsible for updating forms
 Where forms are stored
 Who is responsible for ensuring they are available
 How they are distributed and tracked
 Any follow-up processes
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 139
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 140
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
6.3
Deadlines
Resources
Policies
Note the yearly deadline for submission of the FAFSA set by ED.
Include information about other deadlines, such as:
2010–11 FSA
Handbook,
pp. AVG-9 to
AVG-10
 The school’s application deadlines for Title IV campus-based
funds
 The last date by which a school must receive a SAR or ISIR in
order to make a Title IV disbursement
 The last date by which federal loans can be processed to
ensure compliance with cash management regulations
 Deadlines for submission of all applications and forms (e.g.,
institutional forms, verification worksheets, various comment
code resolution documentation, etc.)
668.53(a)(1)
 Verification deadlines
668.60
 Deadlines for institutional programs (e.g., employment,
scholarships, loans, etc.)
 State program deadlines
FR, 5/13/10,
p. 26944
2010–11
FAFSA,
p. 1
Address any policies relating to late applicants and any
procedures for accommodating exceptions to institutional
policies. You may want to cross reference the PJ section of the
manual.
[Click here to insert your school's policies]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 141
Last updated: [Click here to insert date]
Procedures
Provide details on how students are informed of deadlines and
how they are monitored. List the steps for accommodating
exceptions to institutional policies. Cross reference the PJ section
of the manual as well.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 142
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
6.4
Document Assignment, Collection & Tracking
Resources
Policies
Explain your school’s document assignment, collection, and
tracking system for all aforementioned applications and forms. If
certain documents are assigned, collected, or tracked in an
automated or manual fashion, indicate this here.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Give a step-by-step narrative of the document assignment,
collection, and tracking procedures. Include information such
as:
 How students and/or parents are notified of required
documents
 How documents are tracked (i.e., in an automated or
manual process)
 The frequency of document requests
 Steps taken once documents are received
 Processes for returning incomplete documents
 Methods by which additional information is requested
 Is this procedure manual or automated
 Person(s) responsible for overseeing these processes
 Who is responsible for reviewing incoming documents
You may want to cross-reference the forms section of the
manual.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 143
Page 144
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
6.5
Pre-Award Appeals
Resources
Policies
Describe your institution’s policy for addressing student/parent
appeals prior to the awarding process. Give examples of
conditions that might trigger an appeal and situations that
would warrant an appeal approval or denial [e.g., a change in
student resources, the availability of student aid funds, or
changes to the expected family contribution (EFC)]. If your
institution exercises PJ discretion in addressing pre-award
appeals (e.g., dependency overrides, awarding unsubsidized
Stafford Loan funds to students whose parents refuse to
complete the FAFSA and provide no financial support), crossreference the PJ section of the manual here.
HEA 479A(a)
2010–11 FSA
Handbook
pp. AVG-29
to AVG-32,
AVG-104 to
AVG-106
GEN-03-07
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the pre-award appeal process. Information should
include at a minimum:
 How students are informed of the right to appeal
 The step-by-step appeal process, including any deadlines or
time frames by which appeals must be received
 Documentation required in support of an appeal
 Who is responsible for reviewing appeals and how that
individual or committee goes about reviewing them
 Information about how and when students are notified of
appeal outcomes
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 145
SECTION 7: FILE REVIEW
Resources
Reviewing a student’s file often involves more than just the
2010–11 FSA
verification process. File review is used to ensure an applicant
Handbook,
has met all of the required student and program eligibility criteria Application
for which financial aid is awarded. You may want to crossand
reference the student eligibility and program eligibility sections of Verification
the manual. In addition to verification, the financial aid
Guide
administrator must review an applicant’s file for database
matches, reject codes, and other comments or “C” codes. The
financial aid administrator also reviews a student’s file for need
analysis data elements not included in the federally required
verification process, but designated as necessary verification
data elements by the school. Schools must also review
subsequent Institutional Student Information Records (ISIRs) for
changes that may affect the applicant’s aid eligibility. For these
reasons, verification is considered under the broader process of
file review.
The process of performing a file review can branch off into
several different actions as mentioned above. For this reason,
you have several choices of how to illustrate your policies and
procedures. You could use the If/Then Decision Table to write
your policies and procedures. You could also use the Exploring
Options Through Flowcharting and Flowcharting Procedures for
a Policy with Conditions tools to visualize options and to
recognize applicant follow-up questions that may be prompted
during verification. Alternatively, you might create a verification
checklist to guide staff members through the verification
process.
Page 146
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
7.1
Verification
Resources
7.1.1
Selection of Applicants to be Verified
Policies
State your policy regarding the selection of applicants to
be verified, including additional criteria for institutional
selection, if any. Specify the percentage of applicants the
school will verify. For example, if your school verifies
freshman applicants at a different rate than continuing
students, or if your school invokes the 30 percent Title IV
verification limitation, be sure to indicate that here.
668.54(a)(2)(i
),(ii)
State when verification must be completed during the
awarding cycle  before packaging, after preliminary
packaging but before disbursement, before or after loan
origination, etc.
668.60
Identify all applicants excluded from verification.
Exclusions (absent conflicting information) include, but are
not limited to:
668.54(b)
 Applicants who die during the award year (regardless
of conflicting information)
 Applicants who are legal residents (or dependents of
parents who are legal residents) of the Commonwealth
of the Northern Mariana Islands, Guam, or American
Samoa
 Applicants who are citizens of (and dependents of
parents who are citizens of) the Republic of the
Marshall Islands, the Federated States of Micronesia, or
the Republic of Palau
 Incarcerated students
 Dependent students whose parents reside outside the
United States and cannot be contacted by normal
means of communication (exclusion is applicable to
parental information only)
 Applicants who are immigrants and arrived in the
United States during either calendar year of the award
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 147
year
 Applicants whose parents’ address(es) is unknown and
cannot be obtained (exclusion is applicable to
parental information only)
 Dependent applicants when both parents are
deceased or physically or mentally incapacitated
(exclusion is applicable to parental information only)
 Applicants who will not receive Title IV assistance for
reasons other than the applicant’s failure to verify the
information on the application
 Transfer students who completed verification at the
previous school and the current school obtains the
correct information/data
 Applicant spousal information when the spouse is
deceased, mentally or physically incapacitated,
residing in a country other than the United States and
cannot be contacted by normal means, or the
spouse’s whereabouts are unknown.
Identify all eligible applicants for whom modification and
waiving of some statutory and regulatory provisions
applies under the Higher Education Relief Opportunities for
Students (HEROES) Act. Eligible applicants include persons:
FR,
12/12/2003,
pp. 6931269318
2010–11 FSA
Handbook,
p. AVG-85
 Serving on active duty during a war or other military
operation or national emergency;
 Performing qualifying National Guard duty during a war
or other military operation or national emergency;
 Residing or employed in an area declared a disaster
area by any federal, state, or local official in
connection with a national emergency; or
 Who have suffered direct economic hardship as a
direct result of a war, other military operation, or
national emergency.
Page 148
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the process of identifying applicants or
668.54(a)
applications selected for verification. Include a statement
regarding the process of identifying and verifying
subsequent or additional applications. Explain how the
institution will monitor the number of applicants selected
to ensure verification policies are enforced and/or
percentages are met. Include a description of the
method and internal controls the institution will use to
ensure consistent application of its verification procedures.
1.
Longwood University
Office of Financial Aid
Verification Procedure
Responsible Person: Financial Aid Counselor
Title: Process to complete verification
Frequency: As needed, highest during spring
Description: How to complete verification of student and parent tax information
when requested by the department of education or student request Professional
Judgment
1. Once supporting documents have been received, requirement tracking
needs to be marked as satisfied on RRAAREQ.
2. Complete the verification on RNAVRXX by making corrections under the
“Tax Form” tab, checking the update box directly across from any
differences, after all has been reviewed, mark the update application box at
the bottom of the page and save. Do not fill in the verification section as
this will make Banner assume it can award the student. We do not want
the student award until the correction has been received back from Central
Processing. We want all corrections to be sent back to the Central
Processing regardless of whether or not they changed the EFC. No
exceptions. Click on the Options on the tool bar, click on calculate need.
This will allow EFC to be recalculated.
3. On RNANAXX fill in “lock record” box and save. This will keep another
transaction from coming in and loading over the record we have just
verified.
4. The corrections will be marked off the log sheet/list of corrections report,
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 149
ROAALOG when they are received back from Central Processing. The
operations manager will unlock the files to allow the corrections to load and
then relock the files to keep new transactions from loading on top of
already verified records.
5. Once we have received the corrections and lock the current records, the
“verification complete” box will be marked on ROASTAT. This will allow the
awarding/budgeting process to proceed. **If the student is in a
New/Transfer student group, then they probably already have been
awarded. The award will then have to be adjusted based on the new EFC.
6. If the EFC is zero and changes to something other than zero, or vice versa,
the student needs to be regrouped. You must ROAIMP this student so they
will be put in a good group, ie VGAP with zero EFC.
** If at the time of verification, if it is known that the account is going to be a
Professional
Judgment, then the changes under #2 can be entered and saved but do not
complete the calculation for the EFC at that time. Give the
information to the Asst Director for the Professional Judgment and
they will complete the process.
Last updated: 10-MAY-2011
7.1.2
Acceptable Documentation & Forms
Policies
Provide a clear explanation of required documents and
the applicant’s responsibilities for submitting them. Provide
the time frame in which an applicant must provide
documentation for correction of application information.
Also, indicate the consequences of an applicant’s failure
to provide required documentation within the specified
time frame. You may want to cross-reference the
application and forms, and the document collection and
tracking sections of the manual.
668.53(a),(b)
List all acceptable documentation and forms used.
Include information about:
668.57
 Verification worksheets used (if any)
 Income tax returns and alternative documents (such as
tax transcripts and electronic filings)
Page 150
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
 Untaxed income documentation (e.g., statement
confirming child support received, all untaxed income
reported on U.S. individual tax returns, excluding
schedules, W-2 forms for contributions to retirement
plans, etc.)
668.57(d)
 Signature requirements – give a brief explanation of
who must sign submitted forms
 Time frame or deadline by which documents must be
received (if stated in application and forms, and
document collection and tracking sections, crossreference that information here)
668.53(a),(b)(
2)
You may wish to reference additional guidance regarding
the verification process as found in the Application and
Verification Guide of the Department of Education’s (ED’s)
Federal Student Aid Handbook.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Give a step-by-step narrative of the document
assignment, collection, and tracking procedures. Include
information such as:
 How students and/or parents are notified of required
documents
 How documents are entered into the financial aid
system, including system interfaces with other offices
(e.g., in an automated or manual manner)
 Information about the frequency of document requests
 Steps taken once documents are received
 Processes for returning incomplete documents
 Methods by which additional information is requested
 Person(s) responsible for overseeing these processes
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 151
 Methods and internal controls used to make sure
documents are not lost or misfiled
You may want to cross-reference the application and
forms, as well as the documentation collection and
tracking sections here.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
7.1.3
Data Elements to be Verified
Policies
List all data elements to be verified, including the
following:
668.56(a)-(e)
 Adjusted gross income (AGI)
 U.S. taxes paid
 Household size
 Number of family members enrolled at least half time in
a postsecondary educational institution
 Untaxed income
 Any institutionally selected data elements
668.54(a)(5)
Explain when certain data elements may be excluded
from verification. For example:
Page 152
 Household size or number in college does not have to
be verified if output document is received within 90
days of applicant/parent signing it
668.56(b)
 Number of family members in the household or the
amount of child support reported by an applicant
selected for verification does not need to be verified if
it is the same as that verified by the institution in the
previous award year
668.56(c)
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
 Enrollment of family members at least half time in
postsecondary educational institutions does not have
to be verified if they are enrolled at the same institution
as the applicant, and the institution verifies their
enrollment status from its own records
668.56(d)
 Untaxed income and benefits need not be verified if
the applicant or the applicant’s spouse or, in the case
of a dependent student, the applicant’s parents
receive untaxed income or benefits from a federal,
state, or local government agency determining their
eligibility for that income or those benefits by means of
a financial needs test
668.56(e)
Explain what the tolerances and verification codes are
and when they are used. Include information about when
the Student Aid Report (SAR) or ISIR will be returned to the
Central Processing System (CPS). Give examples.
668.59(a)(2)
668.59(c)(2)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Include a step-by-step description of the verification
process. For example, if the financial aid staff member is
responsible for recording changes to verification data
elements electronically in the student system, or manually
on a paper verification checklist, indicate how this is done.
You might want to cross-reference additional guidance
regarding the verification process as found in the
Application and Verification Guide of ED’s Federal
Student Aid Handbook.
A good practice might be to create a file review
checklist, which includes all required verification
items and other institution-specific file review elements.
This checklist could be duplicated and used by financial
aid staff members who review student files.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 153
NASFAA has developed a guide called Using Tax Returns
in Need Analysis to assist financial aid administrators in
reviewing and verifying tax return data. This guide is
located under Management Tools on NASFAA’s website
at:
http://www.nasfaa.org/Redesign/NASFAACatalog.html#
Management.
Explain how tolerance is applied, how changes to
SARs/ISIRs are resent or retransmitted to the CPS for
reprocessing, and how verification status codes are
reported for Federal Pell Grant eligible applicants.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
7.1.4
Conflicting & Inaccurate Information
Policies
Explain what constitutes conflicting information and
indicate who may make a determination that conflicting
information exists. Indicate here whether only the
conflicting data elements are documented or whether
any conflicting information triggers a full verification of the
student’s file. You may cross-reference another section of
the manual if resolution of conflicting information is
treated separately from verification. In addition,
verification of applicants who are not federally selected
may be defined here.
668.54(a)(3),(
5)
668.16(f)
2010–11 FSA
Handbook,
pp. AVG-106to AVG-107
Indicate the policies for referring suspected fraud to the
ED’s Office of Inspector General (OIG). You may wish to
cross-reference the fraud section of the manual.
668.16(g)(1)
2010–11 FSA
Handbook,
pp. AVG-107to AVG-108
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Detail how the applicant reconciles conflicting or
Page 154
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
inaccurate information with the financial aid office, and
how the application is tracked during this process. Include
the steps that must be followed for referrals to OIG. You
may cross-reference another section of the manual if
resolution of conflicting information is treated separately
from verification. You may also wish to cross-reference the
document collection and tracking, as well as the forms
sections of the manual.
668.53(a)(5)
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
7.1.5
Student Notification of Verification Changes
Policies
Describe the school’s policies about notifying the
applicant of the results of verification, if because of
verification, the applicant’s expected family contribution
(EFC) changes and results in a change in the applicant’s
award or loan amounts. Also, indicate the procedures the
institution requires an applicant to follow to correct
application information that is in error.
668.53(a)(3),(
4)
2010–11 FSA
Handbook,
pp. AVG-103
to 104
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Indicate the method by which the institution notifies an
applicant of the results of verification and/or changes in
the applicant’s award or loan amounts. You may wish to
cross-reference the award letter/package notification
section of the manual.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 155
7.2
Database Matches, Reject Codes, & C-Codes Clearance
Briefly explain why and when database matches occur and the
conditions that trigger reject codes and C-codes. Describe the
various database matches. You may wish to reference ED’s The
ISIR Guide for additional guidance.
Resources
The ISIR
Guide
NSLDS User’s
Guide
Policies
Indicate your school’s policy regarding the resolution of
database matches, reject codes, and C-codes (e.g., before
packaging, before disbursing aid, etc.). Include information
about documents and/or forms used, and identify who is
responsible for the resolution.
Explain the consequences of failure to clear database matches,
reject codes, and/or C-codes. You may want to cross-reference
the postscreening, document collection and tracking, and forms
sections of the manual.
You might consider using the If/Then Decision Table to chart your
policies. Moreover, writing your policies and procedures with
conditions can provide a clear illustration of the various steps
taken to review and resolve database matches, reject codes,
and C-codes.
For example, an If/Then decision table could show:
 If a C-code appears on the student’s output document with
a comment indicating the student’s name doesn’t match the
Social Security Administration’s (SSA) records, then the
student must provide the school with documentation such as
a marriage certificate or court order to explain the
discrepancy in name
 If the student provides documentation to verify his/her name,
then the application must be resubmitted to the CPS for the
SSA database match
 If the student resubmits his/her application with the verified
name and the application is rejected, then there is an error
with the student’s name in the Social Security database and
the student must contact the SSA to have its database
updated to prevent future problems
Page 156
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Include a description of the process or methods used to contact
students about database match, reject code, and C-code
problems. Describe the steps taken to identify and resolve these
issues. Also, indicate the steps to be taken when a reject or Ccode is resolved. For example, if the financial aid administrator
must update the student’s Selective Service status data element
on the ISIR record and flag that student’s record to be sent to
the CPS for reprocessing, indicate exactly how the financial aid
administrator must do this.
You may wish to cross-reference the postscreening, document
collection and tracking, and forms sections of the manual.
1.
Longwood University
Office of Financial Aid
Clearing “C” Flag Requirements
Responsible Person: Loan Counselor
Title: Procedure for clearing “C” flag requirements
Frequency: As needed
Description: How to clear “C” flags when students are required to provide
documentation to prove citizenship, selective service registration, identity, or SSN.
1. Student will transmit FAFSA and when loaded a tracking requirement will be
placed in RRAAREQ
A. Tracking requirement will list what needs to be verified *If it is
citizenship the student needs to present either a passport, or
certificate of citizenship*
2. Student will be able to view on their account that they have a citizenship
requirement and must present proper identification to receive aid
3. Student will present documentation to Financial Aid Office for verification
A. Student submits a copy of any documentation by fax or mail
i. Review document, satisfy requirement temporarily
ii. Place not in RHACOMM that original was not viewed,
satisfied requirement temporarily
iii. Send student an email stating original documents must be
viewed for concern to be cleared permanently
iv. Set reminder to check back with student after 30 days
v. If originals are not presented place requirement back to
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 157
restricted.
B. Student submits originals documents
i. Review document, make copy of original and indicate
original on copy
ii. Place note in RHACOMM that original was viewed and the
document type
iii. Satisfy requirement in RRAAREQ
iv. SAVE
v. Go to RNARS12
vi. Under section SAR ‘C’ Flag change to (none)
vii. SAVE
viii. File copy to be scanned
Last updated: 31-May-11
You may wish to create a subsection that details the policies
specific to each database match (e.g., 7.2.1 SSA, 7.2.2
Department of Homeland Security (DHS), 7.2.3 Selective Service
System, etc.). For example, in the case of Selective Service, you
would indicate what documentation is necessary to clear the
Selective Service database match, as well as who is responsible
for reviewing that documentation and making any necessary
changes to the student’s ISIR record. If you create a separate
subsection for each database match, be sure to include the
specific procedures that address each one. You may wish to
cross-reference the postscreening, document collection and
tracking, and forms sections of the manual as necessary for
each subsection.
7.2.1
The ISIR
Guide
NSLDS User’s
Guide
Social Security Administration (SSA)
Policies
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 158
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
7.2.2
Department of Homeland Security (DHS)
Policies
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
7.2.3
Selective Service System
Policies
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
7.2.4
National Student Loan Data System (NSLDS)
Policies
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 159
7.2.5
Department of Health and Human Services (HHS)
Policies
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
7.2.6
Department of Defense (DoD)
Policies
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
7.2.7
Department of Justice (DOJ) via ED Hold File
Policies
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 160
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
7.3
Review of Subsequent ISIR Transactions – Postscreening
Resources
Policies
Explain why the school must review subsequent ISIR transactions
and the time frame within which you review them (e.g., weekly,
biweekly, monthly). Also, indicate who is responsible for
reviewing these subsequent transactions.
2010–11 FSA
Handbook,
pp. AVG-106
to 107
The ISIR
Guide
NSLDS User’s
Guide
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
The procedures for the review of a subsequent transaction
should include, but are not limited to, the following information:
 How subsequent ISIR transactions are identified
 What items are reviewed (e.g., checked for subsequent
verification selection, C-code problems, unauthorized student
changes)
 How problems are resolved (e.g., procedures for contacting
students)
 What actions are taken if student becomes eligible or
ineligible for Title IV aid
You may want to cross-reference the database matches, reject
codes, and C-codes clearance section of the manual.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
You may wish to create a subsection that details the policies
specific to each postscreening process (e.g., 7.3.1 Defaults, 7.3.2
Overpayments, 7.3.3 Change in Disability Status, etc.). For
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 161
example, in the case of defaults, you would indicate what
documentation is necessary to clear the default status, as well
as who is responsible for reviewing that documentation. If you
create a separate subsection for each postscreening process,
be sure to include the specific procedures that address each
one.
7.3.1
[Click here to insert postscreening process]
Policies
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
7.3.2
[Click here to insert postscreening process]
Policies
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
7.3.3
[Click here to insert postscreening process]
Policies
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Page 162
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Procedures
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 163
7.4
Additional Institution-Specific Data Elements
Resources
Policies
It is important to note that not all data elements an institution
uses to calculate a student’s aid eligibility are required
verification data elements for Title IV financial aid programs. For
instance, many institutions use family financial information such
as home equity to calculate eligibility for institutional funds. In
that case, treatment of such items should be described in the
file review policies and procedures.
668.54(a)(5)
List each additional data element your institution collects and
uses in its need analysis calculation(s) for institutional funds (i.e.,
data elements not included in the Federal Methodology need
analysis calculation, such as home equity). Explain the purpose
for including each of these data elements in your institutional
need analysis calculations.
You may want to cross-reference the data elements to be
verified section of the manual.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Include a step-by-step description of how these additional
institution-specific need analysis data elements are included in
the file review process. For example, if the financial aid staff
member is responsible for recording changes to these additional
institution-specific verification data elements electronically on
the student system, or manually on a paper file review checklist,
indicate how this is done.
A good practice might be to create a file review
checklist,
which includes all of the Title IV financial aid
verification items and other institution-specific file review
elements. This checklist might be duplicated and used by
financial aid staff members who review student files.
[Click here to insert your school's procedures]
Page 164
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 165
SECTION 8: STUDENT BUDGETS
Resources
8.1
Various Student Populations
The terms budget, cost of attendance (COA), and cost of
education are used synonymously among financial aid
professionals. We will use the term “budget” to explain what
schools should include in this section of the policies and
procedures manual.
Policies
List the various student populations for which you construct
separate budgets. Explain the reasons why each group should
be treated differently. Examples of possible budget categories
include:
 Off-campus undergraduates
 Students living in on-campus housing
 Freshmen
 Upperclassmen
 All Undergraduates
 Graduate students
 Doctoral students
 Students in study abroad programs
 Students attending under consortium or contractual
arrangements
 Students who pay out-of-state tuition
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Page 166
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Procedures
Describe the steps to assign a particular budget to a given
student. For example, the computer system may sort records by
student type, or a financial aid staff member may manually
assign a budget to each student. Indicate where or how the
information needed to assign a budget is obtained.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 167
8.2
How Budgets are Derived & Updated
Resources
Policies
List the required basic components used to derive a student
budget. The basic components are:
HEA 472
 Tuition and fees
HEA 472(1)
 Books and supplies
HEA 472(2)
 Room
HEA 472(3)
 Board
HEA 472(3)
 Transportation
HEA 472(2)
 Miscellaneous personal expenses
HEA 472(2)
The basic budget components are the same for students taking
all or a part of a program via telecommunications.
HEA 472(10)
If your school has written agreements with other institutions (e.g.,
consortium or contractual arrangements), the budget must
reflect all hours in which a student enrolls at all participating
schools that are applicable to the student's degree or
certificate. Budgets must also be calculated or recalculated to
include only costs for periods of enrollment of other than nine
months (e.g., summer periods).
668.5(d)(3)(i)
Your policy should address:
 The rationale used to determine the amount assigned to
each budget component for each category you listed in
section 8.1
 Whether actual or average costs are used
 When and if purchases of personal computers are included
 When and why adjustments are made to student budgets
 Students attending under consortium or contractual
arrangements
Page 168
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
 How often budget components are reviewed and updated
(e.g. annually)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
NASFAA Monograph Number 20, Developing the Cost of
Attendance, defines acceptable expenses and outlines
consistent approaches for establishing reasonable levels for
those expenses, while avoiding specific citation of figures,
averages, or ranges. It is available on NASFAA’s Web site at:
http://www.nasfaa.org/PDFs/2007/Monograph20.pdf.
Procedures
Your procedures should include:
 How budget amounts are derived (including any averages
used)
 How budget amounts are calculated or adjusted to reflect
enrollment for periods of other than nine months
 A description of the methods used to derive, review, and
update budget component amounts (e.g. surveys,
questionnaires, student documentation, interviews, etc.)
 How budgets are documented (e.g., in the student’s file or
on a budget assignment screen in the computer system)
 How budget assignments are verified for consistency and
accuracy
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 169
8.3
Additional Costs
Resources
Components that are added to the basic student budget for
additional documented costs are:
 Dependent care expenses
HEA 472(8)
 Loan fees
HEA 472(12)
 Study abroad expenses
HEA 472(7)
 Additional costs for students with disabilities
HEA 472(9)
 Cooperative education program expenses
HEA 472(11)
 One-time cost of first professional credential, at the
institution’s option
HEA 472(13)
 Room and board for less-than-half-time students for not more
than three semesters, of which no more than two may be
consecutive, at the institution’s option
HEA 472(4)(C)
GEN-06-05
Policies
Explain:
 The circumstances under which your school will or will not
include additional costs in a student's budget
 The timing of budget adjustments (e.g., before packaging,
after award notification, etc.)
 Whether the student must request a budget review and
under what circumstances the financial aid office initiates it
 Who is responsible for determining additional costs
 Whether certain forms of aid are used to cover certain
additional expenses
 What documentation is required to substantiate additional
costs. The law does not specify what documentation you
must collect for expenses such as dependent care or
disability-related expenses. You can document these
expenses in any reasonable way, such as documenting an
Page 170
Longwood University Office of Financial Aid
Policies & Procedures
2009–10 FSA
Handbook, p.
3-36
© NASFAA 2010
interview with the student or obtaining a written statement
from the student or other appropriate sources
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe:
 How students incurring additional costs are identified or
made aware of the possibility to increase their budgets
 The process by which a student requests a budget increase
(e.g., by filling out a form, writing a letter, etc.)
 How an existing award package is modified
 How the student's record is annotated and documented to
show the additional cost component, such as:
 Whether it is a manual or automated process
 How proper documentation is assured
 Where and in what format supporting documentation is
kept
 How students are notified of any budget changes or appeal
outcomes
You may wish to cross-reference the forms and correspondence,
and the document collection and tracking sections of the
manual.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 171
8.4
Budget Restrictions
Certain student categories are restricted with regard to
allowable budget components. The restricted budget
categories are:
Resources
2009–10 FSA
Handbook,
p. 3-38
 Correspondence students
HEA 472(5)
 Incarcerated students
HEA 472(6)
 Less-than-half-time students
HEA 472(4)
Policies
Describe your policies addressing the budget exceptions for any
of these categories that apply at your school. Include a
description of the budget components allowed for each
category.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Explain:
 How the school derived the amount for each component
 How students in these groups are identified
 How the financial aid office ensures the student budgets for
these groups are correct and/or adjusted accordingly
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 172
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
8.5
Budget Waivers
Resources
When a specific component of a student’s cost of attendance is
waived or explicitly paid by another source, special treatment
may be necessary. Some examples are:
 Tuition and fees waived or paid by another organization,
such as an employer or the Workforce Investment Act (WIA)
Programs; and
2009–10 FSA
Handbook, p.
3-39
 Sources of state assistance designated as an offset of a
specific COA component and thereby excluded from both
the student’s COA and the estimated financial assistance.
HEA 480(j)
DCL 06-05
2009–10 FSA
Handbook, p.
3-38
Policies
Describe in your policy when and how budget components are
waived and the documentation used to confirm the waiver.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Explain:
 How the financial aid office is notified of the waiver
 How students are identified
 How the financial aid office ensures that adjustments are
correctly made to the cost component and if necessary, the
estimated financial assistance
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 173
8.6
Budget Appeals
Resources
Policies
Explain when you might consider adjusting a student’s budget
based on an appeal. Give examples of legitimate reasons for
budget revisions. List reasons that budget revision requests might
be denied. Indicate who is responsible for reviewing appeals. If
there is a committee, define its role. Include information about
required documentation (if any), time frames by which an
appeal must be submitted, and when students will receive a
response. You may want to cross-reference the forms and
correspondence and professional judgment sections of the
manual here.
668.42(c)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the appeal process step-by-step, to include the
following:
 How the appeal process is made known to students
 How a student requests a review of his or her budget
 What documentation is necessary for budget appeals, if any
 How student appeals are routed within the financial aid
office
 How the student is notified of the appeal outcome
You may wish to cross-reference the document collection and
tracking, and the awarding and packaging sections of the
manual.
NASFAA’s Fall 2007 Training, Counseling Students and Families:
Tackling Financial Issues, explores how to explain to students and
families in layman’s terms how their financial resources and
family demographics are used to calculate the EFC under
federal methodology (FM), and other available options when
the standard approach does not work. For more information, visit
Page 174
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
the NASFAA Training Resources Web site at:
http://www.nasfaa.org/NASFAACatalog.html#Training.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 175
SECTION 9: AWARDING & PACKAGING FINANCIAL AID
Resources
9.1
Packaging Philosophies
Policies
Many financial aid offices use the school’s mission as the basis
for their packaging philosophies and objectives for awarding
student financial aid funds. Describe your packaging
philosophies for awarding all types of financial aid, both needbased and non-need-based. Provide information regarding any
strategies used, such as leveraging or gapping. State the
objectives of these strategies (e.g., to attract a certain type of
student, for retention purposes, to aid as many students as
possible, to aid the neediest students to the maximum extent
possible, etc.).
Describe the roles of any other offices, such as admissions, that
are involved in formulating your school’s packaging
philosophies. Indicate who is responsible for reviewing your
packaging philosophies to ensure they reflect the school’s
mission and are effective in supporting that mission. Describe the
measures by which that assessment is made. State what
percentage of your student body generally receives financial
aid.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the process for making changes or adjustments to the
institution’s packaging philosophies. Are they reviewed on a
regular basis or as a part of the institution’s strategic planning
process? Are there substantive changes to the institution’s
mission or goals? What is the process for ensuring existing
packaging philosophies are aligned with the institution’s new
strategic objectives?
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 176
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 177
9.2
Available Funds & Number of Eligible Students
Resources
Policies
Before beginning the packaging process, the financial aid office
must know the total amounts and sources of financial aid
available for awards and project the number of students who
will receive that aid. In addition, you must periodically assess
how expenditures compare to amounts awarded and adjust
your packaging parameters if warranted. Use this section of your
manual to describe in detail the process used to determine the
amount of each fund you will actually offer to your financial aid
recipient population.
Begin by listing all financial aid programs over which the school
has award control and for each, detail the source (e.g., federal,
state, institution, etc.) and its recent funding and utilization
history at your school. Cross-reference the financial aid programs
section of your manual here.
Include the use of historical data (e.g., enrollment patterns,
attrition data, funding statistics, etc.) to derive or project
available award amounts. Include the following for each
financial aid program:
 Average award amounts
 Number of students funded
 Final percentage of available funds utilized
 Individuals involved in the budgeting process and
determination of award amounts
Using this information, project how much you can award from
each program to avoid over- or under-utilization of funds.
NASFAA Monograph 13, Research Tools, Tips, and Resources for
Financial Aid Administrators, provides new sources of information
and statistics on student financial aid and offers advice and
ideas for financial aid administrators and others who want or
need to conduct research on financial aid on their campuses.
Monographs are available under NASFAA Publication Resources
at http://www.nasfaa.org/NASFAACatalog.html#Publications.
Page 178
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
NASFAA Monograph Number 18, A Primer on the Federal Budget
Process, enhances knowledge of the legislative process that
develops and completes the federal budget, and comments on
the complexities of federal student financial aid appropriations.
Monographs are available under NASFAA Publication Resources
at http://www.nasfaa.org/NASFAACatalog.html#Publications.
[Click here to insert information about Program 1]
[Click here to insert information about Program 2]
[Click here to insert information about Program 3]
[Click here to insert information about Program 4]
[Click here to insert information about Program 5]
[Click here to insert information about Program 6]
[Click here to insert information about Program 7]
Last updated: [Click here to insert date]
Procedures
Describe how the financial aid office is notified of all financial
aid programs and amounts available to award from each. For
example, if other institutional offices provide funds for which the
financial aid office is responsible for awarding (e.g., institutional
grants or scholarships), indicate how the financial aid office is
notified. You may want to cross-reference the financial aid
programs section of the manual here.
Indicate the source of the information used to project total
financial aid to be awarded, and explain the process by which
the final figures are derived. If multiple individuals are involved in
this process, define the role of each.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 179
9.2.1
Campus-Based Program Amounts
Schools are entitled to deduct an administrative cost
allowance (ACA) for each campus-based program’s
allocation from which it spends funds. The ACA can be
used for institutional expenses incurred to administer these
programs, but the school is not required to claim it;
instead, schools may use their full allocations for student
awards. The ACA for all three programs may be deducted
from any or all of the individual programs. Whether and
how the school claims the ACA determines the amount of
available campus-based dollars to be awarded.
673.7
2009–10 FSA
Handbook,
pp. 6-23 to 624
Policies
Describe your school’s policies regarding the use of the
ACA and who is responsible for deciding whether it will be
claimed. Explain how this decision affects the packaging
process and the campus-based aid dollars available for
awarding students.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
If your school claims the ACA, describe how it calculates
the amount for which it is eligible and how it attributes the
ACA to the various campus-based programs. Include an
example of how these amounts are calculated. If another
office is responsible for handling the ACA, indicate the
individuals involved and state how the financial aid office
obtains the resulting figures. For audit and program review
purposes, describe the school’s procedures for
documenting the ACA was used appropriately. You may
want to cross-reference the procedures of any other
responsible office.
673.7(c)
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 180
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
9.3
Packaging Groups
Resources
Policies
Some schools use different packaging techniques or philosophies
for different categories or groups of students (e.g., full-time
undergraduates, incoming freshmen, returning juniors and
seniors, graduate students, students in certain educational
programs). Differences may lie in the degree of gapping; in the
mix of grant, work-study, or loan awards; or in other aspects of
packaging. Describe any packaging categories the financial aid
office has established and give a brief explanation of why the
category has been established. Explain how you decide the
portion of each financial aid program fund dedicated to each
category. State the amount or percentage of each source of
funds allocated by the school to each category. Cross-reference
the consumer information section of your manual here.
[Click here to insert your school's policies]
[Click here to insert a description of your Packaging Group #1]
[Click here to insert a description of your Packaging Group #2]
[Click here to insert a description of your Packaging Group #3]
[Click here to insert a description of your Packaging Group #4]
Last updated: [Click here to insert date]
Procedures
Describe how students within each category are identified and
how you ensure consistent and fair treatment of all students
within each packaging group.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 181
9.4
Determining Award Amounts
Resources
Policies
Once the financial aid office knows the total amount of funds to
expend, projects the number of students who will qualify for the
various types of financial aid, and sets up its packaging groups,
the next step is to determine the amount to be awarded from
each fund over which the school has control.
Describe your policies for determining minimum and maximum
award parameters, and who is responsible for this determination.
Reference your policy regarding gapping and/or unmet need if
these packaging strategies play a role in calculating individual
award amounts. If you have different award amounts for various
student categories, note that here and explain why certain
categories have different amounts.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe how the financial aid office determines the award
amount for each program. Describe the use of historical data
(e.g., enrollment patterns, attrition data, funding statistics, etc.)
to derive award amounts. Give details about any formula(s)
used to calculate award amounts.
Explain how the responsible financial aid administrator monitors
fund balances, not only to ensure funds are fully utilized but also
to avoid over-expenditure of funds. This may be a collaborative
effort between financial aid and other offices (e.g., accounting
office, business office); if so, cross-reference the other offices’
policies and procedures here.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 182
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
9.4.1
Program-Specific Award Amount Determinations
Policies
Your packaging policies should include information about
program-specific criteria, such as:
 Scheduled Awards under the Federal Pell Grant,
Academic Competitiveness Grant (ACG), National
Science and Mathematics Access to Retain Talent
(SMART) Grant, and Teacher Education Assistance for
College and Higher Education (TEACH) Grant programs
 Identifying Federal Pell Grant recipients for purposes of
awarding ACG and SMART Grant funds
 Identifying Federal Pell Grant recipients for the purpose
of awarding a second Scheduled Award of a Pell
Grant in an award year
691.15(a)
HEA Sec.
401(b)(5),
690.67
 Making a reasonable portion of campus-based aid
available to less-than-full-time and independent
students
674.10(b)
675.10(c)
676.10(b)
 Identifying eligible students who qualify for a Federal
Pell Grant and whose parent or guardian died as a
result of military service in Iraq or Afghanistan after
September 11, 2001, for the purpose of reducing the
expected family contribution (EFC) to zero
Elec. Ann,
11/6/2009
 Identifying eligible students who do not qualify for a
Federal Pell Grant and whose parent or guardian died
as a result of military service in Iraq or Afghanistan after
September 11, 2001, for the purpose of awarding the
Iraq and Afghanistan Service Grant
2010–11 FSA
Handbook,
p.1-75
 Defining exceptional need priority for awarding Federal 674.10(a)
Perkins Loans
 Selecting students with lowest EFCs and Federal Pell
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
676.10(a)(1)
Page 183
Grant eligibility for priority awarding of Federal
Supplemental Educational Opportunity Grant (FSEOG)
 Identifying and selecting eligible students for purposes
of making ACG and SMART Grant awards
691.15
2010–11 FSA
Handbook,
pp. 1-65 to 171
 Identifying and selecting eligible students for purposes
of awarding TEACH Grants
686.11
2010–11 FSA
Handbook,
pp.1- 84 to186
You may want to cross-reference the financial aid
program section of the manual.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe how program-specific criteria are met and who
in the financial aid office is responsible for this aspect of
packaging.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 184
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
9.5
Package Construction
Resources
Policies
Once the available financial aid and amount parameters are
determined, you are ready to write your package construction
policies. Institutions are expected to have equitable and
consistent packaging policies. Include a statement that eligible
students are awarded equitably and consistently within
established need parameters. Include such information as:
 Packaging timing (e.g., before verification, after file review,
etc.)
 Applicable gift aid and self-help packaging ratios
 Percentage of student need that is met and/or left unmet
(i.e., gapping) during packaging
 Reservation of funds for late applicants or multiple start date
programs
 Awarding sequence within each packaging category or
group
Briefly explain the concept of need—that is, cost of attendance
(COA) minus EFC equals need. Explain the treatment of
estimated financial assistance (EFA) and the remaining need
concept for the campus-based programs (i.e., need minus other
EFA equals remaining need). State the school’s treatment of EFA
provided by a state and designated by the state to offset a
specific COA component. Note that if such EFA is excluded from
either EFA or COA, then the amount of that EFA must be
excluded from both. You may want to cross-reference the
student budgets section of the manual here.
HEA 480(j)
GEN-06-05
2009–10 FSA
Handbook, p.
3-39
NASFAA Monograph 20, Developing the Cost of Attendance,
defines acceptable expenses and outlines consistent
approaches for establishing reasonable levels for those
expenses, while avoiding specific citation of figures, averages, or
ranges. Additional information may be found under NASFAA
Publication Resources at
http://www.nasfaa.org/NASFAACatalog.html#Publications.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 185
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe how the financial aid office ensures its packaging
policies are being followed. Provide information about who in
the financial aid office is responsible for overseeing the
packaging process. Also, describe how the financial aid office
ensures all students are packaged equitably and consistently
within any federal, state, and institutional guidelines. Indicate
which aspects of packaging are manual and which aspects are
automated. For automated systems, include a listing of all
packaging codes used and a description of the financial aid
awarded with each. You may wish to cross-reference the
packaging groups and award package notification sections of
the manual.
You may want to illustrate the packaging process from
beginning to end using a flowchart. Alternatively, detailing the
packaging process step-by-step might be used, as in the
following example:
Step 1: The assistant director generates a preliminary report of all
students for whom verification is complete and are
ready for packaging
Step 2: The assistant director gives the packaging report to the
packaging counselor
Step 3: The packaging counselor reviews the report to ensure the
students selected were sorted into appropriate
categories or groups
Step 4: After reviewing the report, the packaging counselor sets
a flag to have the computer system run the final
automated packaging program during its next
scheduled run
Step 5: The packaging counselor reviews the resulting Funds
Balance Report to ensure that the amounts of funds
awarded to each student category follow policy
guidelines
Page 186
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Step 6: After reviewing the Funds Balance Report, the director
revises the packaging parameters to adjust the amounts
of funds awarded from each financial aid program to
prevent overspending
Step 7: The packaging flag is re-set and automated packaging
re-run
Step 8: After reviewing the second Funds Balance Report, the
director authorizes the awards to be finalized
Step 9: Student award notifications are sent
1.
Longwood University
Office of Financial Aid
Awarding Procedures for New and Transfer Students
Responsible Person: Programming Manager
Title: Awarding new students their financial aid awards in BANNER
Frequency: As needed, primarily in late March and April. After each Dataload
process
Description: This procedure details how new students are awarded financial aid
packages in BANNER.
Activities:
1. GLBDATA – NEW_SAP_REVIEW
2. RORPOST –
A. click on remove select indicator, scroll down – check SAP_FIX (make
sure term is set for current term), F10
3. RORBPST –
A. save in submission block, f10, options, review output (tells you the
names of the records that were fixed on the .lis report)
4. GLBDATA - READY2PACKNEW
A. save in submission block, f10, options, review output (tells you how
many are ready to award)
5. RPEPELL
A. save in submission block, f10, options, review output, (just make
sure it ran – not really looking for anything)
6. RPEPCKG - Make sure Action Indicator To “A”
A. Selection ID should be READY2PACKNEW
B. Save in submission block, f10, options, review output, look at the
rpbfund report to make sure that the awards look okay.
7. RFRBUDG – Run this report to see your totals from each fund.
8. GLBDATA - POST_READY_TO_LOCK
A. save in submission block, f10, options, review output (tells you how
many are ready to lock)
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 187
9. RORPOST
A. click on remove select indicator, scroll down – check LOCK records,
f10
10. RORBPST
A. save in submission block, f10, options, review output (tells you the
names of the records that were locked on the .lis report)
2.
Longwood University
Office of Financial Aid
Process to pick up Transfer Students that received aid at a previous institution
Title: Transfer Monitoring Process
Responsible Person: Financial Aid Counselor
Frequency: This process should be run weekly until the end of add/drop
Description: This process picks up transfer students who may have received federal
aid at another school in the same school year.
Process
1. Run GLBDATA with popsel TRANS_MON_SOAPCOL Run RNRTMAC using
popsel TRANS_MON_SOAPCOL
2. Run RNRTMNE (to create the extract file that is sent to NSLDS) the output
will be trninfin_xxxxx.dat the xxxxx represents the job number.
3. Move the file trninfinxxxxx.dat from jobsub in Redwood to data folder on z:
drive and rename file to trninfin.dat
4. Send file to NSLDS (instructions below)
To send Transfer Monitoring to NSLDS:
1. Open EdConnect.
2. Click FILE from the tool bar
3. Click NEW
4. Click Transmission Queue
5. Check the Transmit box
6. Activity – highlight send
7. Project – highlight NSLDS
8. Cycle – xx-xx (year)
9. Description – Transfer Monitoring Inform
10. Message Class – TRNINFIN will populate
11. Filename – z:\data.trninfin.dat
Receive and load alert files:
1. Request file using EDConnect
A. TRNINFOP –Error Acknowledged
B. TRALRTOP – Alert File
C. FAHEXTOP – FinAid History
2. Put these files into z:data and transfer monitoring folder
3. Move a copy to Redwood and load into RNRTMNI
Page 188
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Last updated: 01-JUN-11
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 189
9.6
Packaging Other Educational Resources
Reso
urces
Policies
It is Longwood University’s policy to post any aid received from an outside
source, as well as any tuition waivers processed from the Office of Student
Accounts. This includes any monies/waivers from the following programs:
Academic Common Market, District of Columbia Tuition Assistance Grant
(DCTAG), Gear-Up, National Guard, Pennsylvania Higher Education
Assistance Agency (PHEAA), Rhode Island Higher Education Assistance
Authority (RHEAA), ROTC assistance, Senior Citizen Waivers, SunTrust
Scholarships, Third Party Payments, Southside Tobacco Loan Forgiveness
Program, and Vermont Student Assistance Corporation (VSAC).
HEA
480(j)
Last updated: May 4, 2011
Procedures
Explain how the financial aid office learns about other EFA (e.g.,
scholarships, state programs, etc.) before and after packaging Title IV aid.
Detail internal communication procedures to ensure the financial aid
office is notified of awards over which it has no control (e.g., direct posting
to the student’s financial aid award record when merit scholarships are
awarded by academic departments, e-mails from the housing office
when submitting tuition waivers for residence hall advisors, etc.). You may
wish to cross-reference the administrative capability section of the manual.
A flowchart might be used to illustrate communications among the various
offices.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
9.6.1 Student Support Services Grants
Policies
State your school’s policy regarding the Student Support Services
Page 190
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
(SSS) Grant Program. Include student eligibility criteria, such as SSS
Grant recipients must also be eligible for Federal Pell Grants. Include
information about documentation, forms, and correspondence
used, as well as who is responsible for overseeing the program.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
HEA
402D
Procedures
Describe how eligible students are identified. Detail internal
communication and/or reporting procedures to ensure the financial
aid office is notified of grant awards. Explain how SSS awards are
packaged. Indicate the effect of SSS awards when students are
packaged with Title IV work-study and/or loan funds.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
9.6.2 Gaining Early Awareness and Readiness for Undergraduate
Program Funds
Procedures
Describe how recipients are identified. Detail internal
communication and/or reporting procedures to ensure the financial
aid office is notified of awards. Explain the effect of GEAR-UP awards
when students have been packaged with Title IV aid.
Longwood University
Office of Financial Aid
Post GEAR-UP to student’s account
Responsible Person: Scholarship Coordinator
Title: Applying Outside Resources to a Student’s Financial Aid Account
Frequency: As needed
Description: This procedure is used to post GEAR-UP to a student’s
account, change other aid as needed and notify students of the change
in their aid package.
Activities:
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 191
1. In early August an email from the State Council of Higher Education
of Virginia (SCHEV) is received notifying us to update the scholarship
database with final drop dates for the academic year.
2. The preliminary verification list is available at the same time. This list is
used to post the estimated award to the student’s financial aid
award.
3. Post the GEAR-UP to RPAAWRD.
A. The disbursement date on RPAAWARD is changed to the last day
of the academic year.
B. Adjust other aid as necessary.
C. Once the electronic payment is received, the disbursement date
is changed to the receipt date for the current semester so that
the funds will pay to the student’s account on the next
disbursement date.
D. Go to ROAMESG and post the message for GEAR-UP – GGER.
E. Go to RUAMAIL and enter FA_CHANGES so that the student will
receive an email notifying them of a change to their award.
4. Another email will be sent from SCHEV once the add/drop period is
over. This email notifies us that the verification form is ready to
complete.
A. Before you log into the GEAR-UP site, you need the following
information for each student: Longwood ID number, enrollment
(full-time, ¾ time, part-time), is the student meeting SAP, has the
FAFSA been completed, is the student Pell eligible, is this their first
undergraduate degree, cost of attendance for the semester, &
total gift aid. You will also need their tuition and fees cost. (The
form will ask for standard full-time tuition and fees and actual
tuition and fees. If the student is full-time, those amounts will be
the same – use the actual T/F. If the student is not full-time, use
the standard T/F for 12 credit hrs. and the actual charges are
used for actual T/F.) The site will populate the award amount
based on their enrollment.
5. Student Accounts will notify us when funds are received. Change
the disbursement date on RPAAWRD to that date.
Last updated: May 2, 2011
HEA
404E
9.6.3 AmeriCorps Benefits
Policies
State your school’s policy for coordinating Corporation for National
Page 192
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
and Community Service (AmeriCorps) education awards and postservice benefits. Specify how students may use AmeriCorps. Specify
how AmeriCorps is included as EFA when determining eligibility for
Direct Unsubsidized Loans. Specify how Americorps is not considered
EFA when determining eligibility for Direct Subsidized Loans. Explain
in your policy whether or not for campus-based and
ACG/SMART/TEACH purposes, your school chooses to exclude as
EFA a portion of any Direct Subsidized Loan that is equal to or less
than the amount of the student’s Americorps award or benefit paid
for the cost of attendance. Include information about
documentation, forms and correspondence used, and
communications between the school and the AmeriCorps program.
[Click here to insert your school's policies]
694.1
0
Last updated: [Click here to insert date]
Procedures
Describe how eligible students are identified. Detail internal
communication and/or reporting procedures to ensure the financial
aid office is notified of AmeriCorps benefits received. Explain the
repayment process if the award is designated to repay eligible
student loans.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
673.5
(c)(3)
685.1
02(b)
9.6.4 Vocational Rehabilitation Benefits
Policies
State your school’s policy for packaging students who will receive
vocational rehabilitation awards. If your school has an agreement
with the state agency specifying how vocational rehabilitation
benefits will be coordinated with other forms of aid, indicate that
here. Include information about documentation, forms and
correspondence used, the offices responsible for coordinating with
the local vocational rehabilitation office, and a contact person at
that local office (if available).
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 193
[Click here to insert your school's policies]
45
CFR
2528.
10
Last updated: [Click here to insert date]
Procedures
Describe how eligible disability-related costs are included in the
student’s COA. You may wish to cross-reference the COA section of
your manual here. Outline your procedures for packaging and/or
repackaging based on a student’s vocational rehabilitation award.
Explain how the school will monitor these applicants and notify the
vocational rehabilitation office of any changes that would affect
the student’s award package. Detail internal communication
and/or reporting procedures to ensure the financial aid office is
notified of vocational rehabilitation benefits received.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
2009–
10
FSA
Hand
book,
p. 3144
9.6.5 Bureau of Indian Affairs Grants
Policies
State your school’s packaging policy regarding Bureau of Indian
Affairs (BIA) Grants. Include information about documentation, forms
and correspondence used, the individual responsible for
coordinating with the BIA, and the BIA contact (if available).
[Click here to insert your school's policies]
GEN92-1
Last updated: [Click here to insert date]
Page 194
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Procedures
Describe how students are initially packaged and how packages
are revised with BIA Grants to supplement the aid packages. Explain
how overawards are eliminated by reducing other aid in the
following sequence:
1. Loans;
2. Work-study; and
673.6
(b),(c
)
2009–
10
FSA
Hand
book,
p. 3146
3. Grants other than Federal Pell Grants.
Indicate the method by which students are notified of BIA awards,
as well as how students are informed of any special conditions for
retaining BIA Grants. Detail internal communication and/or reporting
procedures to ensure the financial aid office is notified of BIA
awards.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
673.6
9.6.6 Health & Human Services Program Grants & Loans
Policies
State your school’s packaging policies regarding U.S. Department of
Health and Human Services (HHS) Program grant and loan awards
(e.g., Nursing Student Loans, Scholarships for Disadvantaged
Students, etc.). State how the school incorporates Title IV guidelines
when packaging Title IV aid with Titles VII and VIII funds. Include
information about documentation, forms and correspondence
used, and the school coordinator responsible for overseeing the
program.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 195
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe how eligible students are identified. Detail internal
communication and/or reporting procedures to ensure the financial
aid office is notified of HHS program awards received. Indicate how
awards are packaged with campus-based program funds. Indicate
the treatment of these funds for non-Title IV recipients. Specify how
aggregate loan amounts are monitored for the HHS student loan
programs (i.e., Health Professions Student Loans, Nursing Student
Loans, etc.).
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Publi
c
Healt
h
Servi
ces
Act,
Titles
VII
and
VIII
HHS
SFA
Guid
elines
9.6.7 Academic Common Market
1.
Longwood University
Office of Financial Aid
Adding and posting Academic Common Market Aid
Responsible Person: Scholarship Coordinator
Title: Applying Outside Resources to a Student’s Financial Aid Account
Frequency: As needed
Description: This procedure is used to post Academic Common Market to
a student’s account, change other aid as needed and notify students of
Page 196
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
the change in their aid package.
Activities:
1. Student Accounts will notify Financial Aid when a student is eligible
for an Academic Common Market waiver. The amount of the
waiver will be verified after the add/drop period is over.
2. Post the waiver code (IACM) to RPAAWRD.
A. Adjust other aid as necessary.
3. Go to ROAMESG and post the message for Academic Common
Market – GACM.
4. Go to RUAMAIL and enter FA_CHANGES
Last updated: May 4, 2011
HHS
SFA
Guid
elines
9.6.8.
Outside Scholarships
1.
Longwood University
Office of Financial Aid
Applying outside Scholarships to Financial Aid Awards
Responsible Person: Scholarship Coordinator
Title: Applying Outside Scholarship Resources to a Student’s Financial Aid
Account
Frequency: As Needed
Description: This procedure is used to process outside scholarship funds,
change other financial
aid as needed and notify students of the change in their aid package.
Activities:
1. Student will notify Longwood University of any outside scholarships
received, either by letter, email, or by sending a check to OFA or SA.
A. A copy of the check will be made for the OFA and the check
will be sent to SA. Copies of all checks and any scholarship
award letters are filed in notebooks in alphabetical order.
i. When OFA receives checks or copies of checks, an
email is sent to all cashiers giving them the name of the
student, scholarship donor’s name and amount of
scholarship. This email confirms that the scholarship has
been posted to the student’s account. Cashiering will
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 197
hold all checks until the email is received from OFA.
ii. If SA staff receives the initial notification, they will send a
copy of the check to OFA for posting.
2. Post scholarship awards to RPAAWRD using the eleven
miscellaneous scholarship fund codes (MOSCH1-0 and MOSCHA).
A. Adjust other aid as necessary.
B. For policies on reducing aid, see pg._.
3. The scheduled disbursement dates for each scholarship are
automatically set to the first disbursement date for each semester of
the academic year. The dates are changed to the last day of the
academic year if funds have not been received.
4. When a scholarship payment is received, the disbursement date on
RPAAWRD is changed to the receipt date for the current semester
so that the funds will pay to the student’s account on the next
disbursement date.
A. If the payment received is for the entire year, then the next
semester’s disbursement date is changed to the first
disbursement date after the add/drop period of that
semester.
5. A report is run approximately 30 days prior to late fees being
assessed to determine which scholarship funds have not been
received. The student is sent an email notifying them that their funds
have not been received and that they should check with the donor
to see if there’s a problem.
6. The scholarship is posted as a fall/spring award unless otherwise
notified by the donor that it is for one semester only.
7. Go to RHACOMM.
A. Enter a comment giving the fund code, name of donor,
amount of each scholarship received, and award term.
8. Go to ROAMESG.
A. Enter GMOC as the message code and under “message”,
enter the name of the donor and the scholarship amount.
9. Go to RUAMAIL.
A. Send an email advising student of financial aid changes. This
is done by inserting FA_CHANGES.
B. For students who have not filed a FAFSA , use FA_AWARD so
that they can see their scholarship has been posted.
10. If a check is received after the initial posting or if a second check for
the same scholarship is received, the appropriate scholarship should
be confirmed before changing the disbursement date by reviewing
RHACOMM.
11. A disbursement report will be run once a week to ensure OFA
information matches SA. The reports can be found in Business
Objects.
12. If a scholarship donor requests a bill, then an invoice is sent with the
Page 198
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
amount of the scholarship for fall and spring semesters. The invoice
is a Word document entitled “ Scholarship Invoice.” Some donors
require a bill each semester.
13. Some donors require certification of enrollment for the student. If
they send us an enrollment certification form, we fill it out and return
it to them, otherwise, we write a letter to the donor indicating the
student’s enrollment status.
14. When a student withdraws from the University, prior to the last day of
add/drop, all scholarship funds received are returned to the donor.
If the student withdraws after that date, then the donor is contacted to
see if the scholarship can be pro-rated to pay charges incurred and the
remainder returned. A payment request form is completed and sent to
Accounts Payable. The index code for outside scholarships is 11021. The
account code is 27027. The donor is contacted for the Federal
Identification Number. A description of why the scholarship funds are
being returned is included with the student’s name.
Last updated: May 2, 2011
9.6.9 Phi Theta Kappa Scholarship
Policies
The application for the Phi Theta Kappa Scholarship is due in our office
by April 1st. Eligible students may fill out an application which must
include their advisor’s recommendation. First preference is given to
graduates of Southside Virginia Community College. This scholarship is
renewable for one year.
Last updated: May 3, 2011
Procedures
Longwood University
Office of Financial Aid
Determine and Post the Phi Theta Kappa Scholarship
Responsible Person: Scholarship Coordinator
Title: Applying Institutional Resources to a Student’s Financial Aid Account
Frequency: As Needed
Description: This procedure is used to determine and post the Phi Theta
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 199
Kappa Scholarship to a student’s account, change other aid as needed
and notify students of the change in their aid package.
Activities:
1. Post EPTK to RPAAWARD.
2. Adjust other aid as necessary.
3. Go to ROAMESG and post the message for the Phi Theta
Kappa Scholarship – GPTK.
Go to RUAMAIL and enter FA_CHANGES or FA_AWARD (whichever is
appropriate).
Last updated: May 3, 2011
9.6.10
DCTAG
Procedures
Longwood University
Office of Financial Aid
Post DCTAG assistance to student account
Responsible Person: Scholarship Coordinator
Title: Applying Outside Resources to a Student’s Financial Aid Account
Frequency: As needed
Description: This procedure is used to post DCTAG assistance to a
student’s account, change other aid as needed and notify students of the
change in their aid package.
Activities:
1. The student will send Longwood University a copy of their award
letter from the DC Office of the State Superintendent of Education.
2. Once the add/drop period is over, the financial aid office submits
an enrollment verification to HEFS. This is submitted electronically
and certifies enrollment status, student Satisfactory Academic
Performance (SAP) compliance, and college cost information.
3. The amount of the assistance is determined by figuring the out of
state tuition and fees cost vs. the in state tuition and fees cost. The
difference in those two figures is the amount awarded.
4. Post the assistance (MDCTAG) to RPAAWRD.
A. Adjust other aid as necessary.
B. The disbursement date on RPAAWARD is changed to the last day
of the academic year.
C. Once the electronic payment is received, the disbursement date
is changed to the receipt date for the current semester so that
Page 200
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
the funds will pay to the student’s account on the next
disbursement date.
5. Go to ROAMESG and post the message for DCTAG – GDTG
6. Go to RUAMAIL and enter FA_CHANGES so that the student will
receive an email notifying them of a change to their award.
Last updated: May 2, 2011
9.6.11 ROTC
Procedures
Longwood University
Office of Financial Aid
Post Federally Funded ROTC Tuition and Books Assistance
Responsible Person: Scholarship Coordinator
Title: Applying Outside Resources to a Student’s Financial Aid Account
Frequency: As needed
Description: This procedure is used to post federally funded ROTC tuition
and books assistance.
Activities:
1. The Office of Student Accounts sends a spreadsheet of approved
federally funded ROTC assistance once the add/drop period is over.
A. Post MROTCG to RPAAWRD
B. Adjust other aid as necessary.
C. Go to RUAMAIL and enter FA_CHANGES so that the student will
be notified of a change to their aid package
Last Updated: May 2, 2011
9.6.12 Graduate Assistantships
Procedures
Longwood University
Office of Financial Aid
Post Graduate Assistantships’
Responsible Person: Scholarship Coordinator
Title: Applying Institutional Resources to a Student’s Financial Aid
Account
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 201
Frequency: As Needed
Description: This procedure is used to post graduate
assistantships to a student’s account, change other aid as
needed and notify students of the change in their aid package.
Activities:
1. The graduate studies office will notify this office once
grad assistants have been approved for the semester.
A. Post IGAAA, IGARA, or IGATA to RPAAWRD.
B. Adjust other aid as necessary.
C. Go to ROAMESG and post the message for graduate
assistants – GGAP
D. Go to RUAMAIL and enter FA_CHANGES so that the
student will receive an email notifying them of a
change to their award.
Last updated: May 3, 2011
9.6.13
Longwood Departmental Grants
Procedures
Longwood University
Office of Financial Aid
Post Longwood Departmental Grants
Responsible Person: Scholarship Coordinator
Title: Applying Institutional Resources to a Student’s Financial Aid
Account
Frequency: As Needed
Description: This procedure is used to post Longwood
Departmental Grants, change other aid as needed and notify
students of the change in their aid package.
Activities:
1. The Office of Student Accounts will notify us after the
add/drop period of all approved Longwood
Departmental Grants. Most of these students are in
AWARD group only because they don’t file FAFSA’s and
don’t have other aid.
A. For students with no FAFSA, go to RBAABUD and in the
block for GROUP, enter AWARD
B. Post IDGRT to RPAAWRD.
Page 202
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
C. Adjust other aid as necessary.
D. Go to RUAMAIL and enter FA_CHANGES if student has
other aid.
Last updated: May 3, 2011
9.6.14 ROTC Incentive
Procedures
Longwood University
Office of Financial Aid
Post Longwood ROTC Incentive Grant
Responsible Person: Scholarship Coordinator
Title: Applying Institutional Resources to a Student’s Financial Aid Account
Frequency: As Needed
Description: This procedure is used to post Longwood ROTC incentive
grant assistance.
Activities:
1. The Longwood Department of Military Science notifies us of
incentive scholarships.
A. Post IROTCI to RPAAWRD
B. Adjust other aid as necessary
C. Go to RUAMAIL and enter FA_CHANGES so that the student will
be notified of a change to their aid package.
Last updated: May 3, 2011
9.6.15
Philadelphia Higher Education Assistance
Agency Grant
Procedures
Longwood University
Office of Financial Aid
Post Philadelphia Higher Education Assistance Agency Grants
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 203
Responsible Person: Scholarship Coordinator
Title: Applying Outside Resources to a Student’s Financial Aid Account
Frequency: As needed
Description: This procedure is used to post Philadelphia Higher Education
Assistance Agency grants to a student’s account, change other aid as
needed and notify students of the change in their aid package.
Activities:
1. After the official add/drop period, log into PHEAA’s website and
print off a predisbursement roster. Write the number of hours the
student is enrolled in under their name. Fax the roster back to
PHEAA.
2. Post MPAGRT to RPAAWARD.
A. Adjust other aid as necessary.
B. Change the disbursement date on RPAAWRD to the last day of
the academic year.
C. Go to ROAMESG and post the message for the PHEAA Grant
–GPHE
D. Go to RUAMAIL and enter FA_CHANGES so that the student will
receive an email notifying them of a change to their award.
3. Once the payment has been received, log into PHEAA’s website
and print and fax the post disbursement roster, verifying number of
hours enrolled.
4. Student Accounts will notify us once the funds are received. Go to
RPAAWARD and change the disbursement date to the date funds
are received.
5. The disbursement rosters are completed each semester.
Last updated: May 3, 2011
9.6.16 Resident Technology Assistant Stipend
Policies
Occasionally, a RTA will resign their position. Once we are notified of that,
charges are prorated by the Office of Student Accounts and their aid is
reduced accordingly.
Last updated: May 3, 2011
Procedures
Page 204
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Longwood University
Office of Financial Aid
Post Resident Technology Assistants
Responsible Person: Scholarship Coordinator
Title: Applying Institutional Resources to a Student’s Financial Aid Account
Frequency: As Needed
Description: This procedure is used to post resident technology assistants to
a student’s account, change other aid as needed and notify students of
the change in their aid package.
Activities:
1. The Instructional Technology Department will notify us once resident
technology assistants have been approved for the academic year.
A. The amount of the assistance is their room charge and the
14+meal plan.
B. Post IRTA to RPAAWRD
C. Adjust other aid as necessary.
D. Go to ROAMESG and post the message for resident technology
assistants – GRTA
E. Go to RUAMAIL and enter FA_CHANGES so that the student will
receive an email notifying them of a change in their aid
package.
Last updated: May 3, 2011
9.6.17 Rhode Island Higher Education Assistant Authority Grant
Procedures
Longwood University
Office of Financial Aid
Post Rhode Island Higher Education Assistant Authority Grants
Responsible Person: Scholarship Coordinator
Title: Applying Outside Resources to a Student’s Financial Aid Account
Frequency: As needed
Description: This procedure is used to post Rhode Island Higher Education
Assistance Authority grants to a student’s account, change other aid as
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Publi
c
Healt
h
Servic
es
Act,
Titles
VII
and
VIII
HHS
SFA
Guid
elines
Page 205
needed and notify students of the change in their aid package.
Activities:
1. RIHEAA will send an email in March/April requesting budget
information for the upcoming academic year. Log into their website
and fill out the budget components for tuition, fees, books, room &
board, transportation, personal, and other expenses.
2. RIHEAA will send an email in May/June when their roster is available.
After the official add/drop period, log into the website and certify
the students. You will be required to fill out dependency status,
enrollment status, and eligibility. Once that’s done, the amount of
the grant will appear on the screen. This is to be completed each
semester.
3. Post MRIGRT to RPAAWARD.
A. Adjust other aid as necessary.
B. Change the disbursement date on RPAAWARD to the last day of
the academic year.
C. Go to ROAMESG and post the message for the RIHEAA Grant –
GRIH
D. Go to RUAMAIL and enter FA_CHANGES so that the student will
receive an email notifying them of a change to their award.
Student accounts will notify us when funds are received. Once received,
change the disbursement date on RPAAWRD to the date funds were
received.
Last updated: May 2, 2011
Publi
c
Healt
h
Servi
ces
Act,
Titles
VII
and
VIII
HHS
SFA
Guid
elines
9.6.18 Senior Citizen Waiver
Procedures
Longwood University
Office of Financial Aid
Post Senior Citizen Waivers
Responsible Person: Scholarship Coordinator
Title: Applying Outside Resources to a Student’s Financial Aid Account
Frequency: As needed
Description: This procedure is used to post Senior Citizen Waivers.
Activities:
1. Student Accounts will notify our office of any senior citizen waivers.
Page 206
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
2. Post ISNCIT to RPAAWRD
3. Go to RUAMAIL and enter FA_AWARD so the student will receive an
email notifying them of their waiver.
Last updated: May 2, 2011
9.6.19 Southside Tobacco Loan Forgiveness Scholarship
Procedures
Longwood University
Office of Financial Aid
Post Southside Tobacco Loan Forgiveness Program Scholarships
Responsible Person: Scholarship Coordinator
Title: Applying Outside Resources to a Student’s Financial Aid Account
Frequency: As needed
Description: This procedure is used to post scholarships from the Southside
Tobacco Loan Forgiveness Program to a student’s account, change other aid
as needed and notify students of the change in their aid package.
Publi
c
Healt
h
Servi
ces
Act,
Titles
VII
and
VIII
HHS
SFA
Guid
elines
Activities:
1. The Southside Tobacco Loan Forgiveness Program will notify our
office of any student authorizations for the Tobacco Scholarship. The
authorization will indicate which semesters the scholarship is for and
the amount of the award.
2. Post STOB to RPAAWRD
A. Adjust other aid as necessary.
B. Change the disbursement date on RPAAWRD to the last day of the
academic year.
C. Go to ROAMESG and post the message for the Tobacco
Scholarship – GTOB
D. Go to RUAMAIL and enter FA_CHANGES so that the student will
receive an email notifying them of the change to their award.
3. After the add/drop period is over, you must check enrollment for all
students with a Tobacco award. In order to receive the full amount, the
student must be enrolled 15 credits for undergraduates and 9 credits
for graduates. Anything less than that, the award will be adjusted to
half the amount. (The only exception is for seniors who are student
teaching – they will only be enrolled in 12 credits to receive the full
amount.)
A. Adjust the Tobacco award as necessary.
B. Prepare an invoice for student accounts listing the name of the
student, Longwood ID number, last 4 digits of their social security
number, enrolled hours, and whether they’re a grad or undergrad.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 207
(See example, )
C. Once payment is received, change the disbursement date on
RPAAWRD to the current date.
Last updated: May 2, 2011
9.6.20 State and Federal National Guard Assistance
Procedures
Longwood University
Office of Financial Aid
Post State and Federal National Guard Assistance
Responsible Person: Scholarship Coordinator
Title: Applying Outside Resources to a Student’s Financial Aid Account
Frequency: As needed
Description: This procedure is used to post State and Federal National Guard
assistance to a student’s account, change other aid as needed and notify
students of the change in their aid package.
Publi
c
Healt
h
Servi
ces
Act,
Titles
VII
and
VIII
HHS
SFA
Guid
elines
Activities:
1. Student Accounts notifies OFA when a student has been approved for
National Guard Assistance. The assistance is classified as state and/or
federal aid.
2. For federal assistance, post FACES to RPAAWRD.
A. Federal tuition assistance doesn’t count against need, so aid doesn’t
need to be adjusted.
B. Go to ROAMESG and post the message for National Guard - GNLG
C. Go to RUAMAIL and enter FA_CHANGES so that the student will
receive an email notifying them of a change to their award.
3. For state assistance, post SGUARD to RPAAWRD.
A. Adjust other aid as necessary.
B. Go to ROAMESG and post the message for National Guard - GNLG
C. Go to RUAMAIL and enter FA_CHANGES so that the student will
receive an email notifying them of a change to their award.
Last updated: May 2, 2011
9.6.21 Third Party Payments
Procedures
Longwood University
Page 208
Longwood University Office of Financial Aid
Policies & Procedures
Publi
c
Healt
h
Servi
ces
Act,
© NASFAA 2010
Office of Financial Aid
Post Third Party Payments
Responsible Person: Scholarship Coordinator
Title: Applying Outside Resources to a Student’s Financial Aid Account
Frequency: As needed
Description: This procedure is used to post third party payments to a student’s
account, change other aid as needed and notify students of the change in their
aid package.
Titles
VII
and
VIII
HHS
SFA
Guid
elines
Activities:
1. Student Accounts will notify our office of any third party payments.
A. Post MMISC3 to RPAAWRD
B. Go to RHACOMM and enter who the third party payment is from.
Go to RUAMAIL and enter FA_AWARD if they are in an award group only. Enter
FA_CHANGES if they’ve already received an award notification.
Last updated: May 3, 2011
9.6.22 Vermont Student Assistance Corporation Scholarships
Procedures
Longwood University
Office of Financial Aid
Post Vermont Student Assistance Corporation Scholarships
Responsible Person: Scholarship Coordinator
Title: Applying Outside Resources to a Student’s Financial Aid Account
Frequency: As needed
Description: This procedure is used to post scholarships from the Vermont
Student Assistance Corporation (VSAC) to a student’s account, change other aid
as needed and notify students of the change in their aid package.
Publi
c
Healt
h
Servi
ces
Act,
Titles
VII
and
VIII
HHS
SFA
Guid
elines
Activities:
1. VSAC will notify our office of any pending grants.
2. Once the add/drop period is over, log into VSAC’s website and verify
enrollment for each student listed.
A. Post MVTGRT to RPAAWRD
B. Change the disbursement date to the last day of the academic year.
C. Adjust other aid as necessary.
D. Go to ROAMESG and post the message for VSAC – GVAS
E. Go to RUAMAIL and enter FA_CHANGES so that the student will
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 209
receive an email notifying them of a change to their award.
F. Once payment is received, change the disbursement date on
RPAAWRD to the current date.
Last updated: May 2, 2011
9.6.23 Institutional Endowed Scholarships
Policies
Most endowed scholarships are renewable. The Scholarship Coordinator
will check their requirements after spring grades post and automatically
renew their scholarships
Last updated: May 3, 2011
Procedures
Longwood University
Office of Financial Aid
Process Institutional Endowed Scholarships
Responsible Person: Scholarship Coordinator
Title: Applying Institutional Resources to a Student’s Financial Aid
Frequency: As Needed
Description: This procedure is used to process any institutional endowed
scholarships, change other financial aid as needed and notify students of
the change in their aid package.
Activities:
1. The endowed scholarships given by the departments are sent to
the Foundation Office for approval. Once they are approved, they
are forwarded to our office by email.
A. Post the appropriate scholarship to RPAAWRD.
B. Adjust other aid as necessary.
C. Go to ROAMESG and post the appropriate message that goes
with the scholarship.
D. Go to RUAMAIL and enter FA_CHANGES or FA_AWARD
(whichever is appropriate) to notify the student of a change to
their aid package.
2. The endowed scholarships that awarded by our office are
determined through an application process. Applications are
available in January on our website and are due in our office by
May 1st. The Scholarship Coordinator reviews the applications
Page 210
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Publi
c
Healt
h
Servi
ces
Act,
Titles
VII
and
VIII
HHS
SFA
Guid
elines
and determines a list of students that are eligible for each
scholarship. For any scholarship that more than one person
qualifies for, the potential recipients are sent to the members of the
scholarship committee and then they meet to determine the final
awardee(s).
A. Post the appropriate scholarship to RPAAWRD.
B. Adjust other aid as necessary.
C. Go to ROAMESG and post the appropriate message that goes
with the scholarship.
D. Go to RUAMAIL and enter FA_CHANGES or FA_AWARD
(whichever is appropriate).
Last updated: May 3, 2011
9.6.23 SunTrust Scholarhips
Procedures
Longwood University
Office of Financial Aid
Process SunTrust scholarships
Responsible Person: Scholarship Coordinator
Title: Applying Outside Scholarship Resources to a Student’s Financial Aid
Account
Frequency: As Needed
Description: This procedure is used to award and process the SunTrust
scholarships, change other aid as necessary and notify students of a change to
their aid package.
Activities:
1. A letter is received from SunTrust in April each year with applications and
W-9 forms. All previous awardees must reapply each year.
2. The Systems Manager runs a report of eligible SunTrust recipients (fulltime, have financial need, making SAP) and gives that to the Scholarship
Coordinator. Once it’s determined how many new awards can be given,
the coordinator selects potential recipients from the list.
3. All potential recipients are sent a letter (attachment) notifying them they’ve
been nominated to receive the SunTrust scholarship. They fill out the
applicant section on the application and return it to the Office of Financial
Aid so that the financial need section can be completed. They must also
complete a W-9 form and return that as well. All applications and W-9’s
must be received in our office by June 1st.
4. A letter is then sent to SunTrust with the nominees’ names, their
applications, and W-9 forms.
5. SunTrust will notify our office by the end of July of all recipients and the
amount they are to receive.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 211
A. Post SunTrust Scholarship as MBLUNT, MMEILL, MRUSH, or
MJOHNS – depending on which account SunTrust awards the money
from.
B. Change the disbursement date to the last day of the academic year.
C. Adjust other aid as needed.
D. Go to ROAMESG and post the message for the appropriate SunTrust
Scholarship – GBLN, GMEL, GRUS, or GJOH.
E. Go to RUAMAIL and enter FA_CHANGES to advise the student of a
change to their aid package.
6. Once the add/drop period is over, a letter is sent to SunTrust verifying
enrollment of the recipients. A list of recipients with the last 4 digits of their
social security numbers and their GPA is attached. This will need to be
done each semester before the checks are received.
Once the check is received, make copies for our files and change the
disbursement date on RPAAWRD to the date received.
Last updated: May 2, 2011
Page 212
Longwood University Office of Financial Aid
Policies & Procedures
Publi
c
Healt
h
Servi
ces
Act,
Titles
VII
and
VIII
HHS
SFA
Guid
elines
© NASFAA 2010
9.7
Employer-Provided Educational Assistance
Policies
State your school’s policy on the treatment of employer-provided
educational assistance provided to eligible students under section 127 of
the Internal Revenue Code (IRC). Include information about
documentation, forms and correspondence used, and the offices
responsible for coordinating the program.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Res
our
ces
Procedures
IRS
Pu
b
970
,
Tax
Be
nef
its
for
Ed
uc
ati
on
IRC
127
Describe how students and their families are informed of how employerprovided educational assistance benefits are applied at your school.
Indicate the method by which students are notified of these benefits and
how they affect award packages. Detail internal communication and/or
reporting procedures to ensure the financial aid office is notified of
benefits received.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 213
Page 214
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
9.8
Summer Awards
Resources
Policies
State your school’s policies for making funds available for
summer attendance, and describe your policies for awarding
funds for crossover periods (i.e., crosses over July 1) for each of
the Title IV programs. Also indicate whether you:
2009–10 FSA
Handbook, p.
3-143
 Assign crossover periods to the prior year or the upcoming
year depending upon which year yields a greater payment
of Federal Pell Grant, on a student-by-student basis
690.64(b)(1)
FR 10/29/09,
pp. 55921 to
55922
P-10-04
 Assign crossover periods to the prior year or the upcoming
year for TEACH Grant awards.
2009–10 FSA
Handbook, pp.
3-88 to 3-89
 Use campus-based funds for the crossover period from the
prior year's allocation or the upcoming year's allocation
2009–10 FSA
Handbook, p.
3-143
 Adjust the COA to reflect periods of other than nine months
when awarding TEACH Grant, campus based, or Direct Loan
funds for the summer period
2009–10 FSA
Handbook, p.
3-143
 Award Federal Work-Study (FWS) for summer costs only to
students who are enrolled during the summer, or award FWS
as a means of pre-earning their upcoming year's award,
stating how earnings are attributed
2009–10 FSA
Handbook, p.
3-143
 Use a scheduled academic year (SAY) or borrower-based
academic year (BBAY) for Direct Loan purposes
2009–10 FSA
Handbook, p.
3-105
 Treat summer as a leader or trailer for Direct Loan purposes
for programs with certain structures
2009–10 FSA
Handbook, p.
3-107
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 215
Explain how you derive summer EFCs for each aid program, and
whether you package summer separately, use a retroactive
approach, or package only as part of the upcoming award
year. Include a statement of the requirement to use the same
EFC when awarding campus-based and Direct Loan funds for
the same crossover period.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Explain how you:
 Identify and track summer aid applicants and recipients (e.g.,
an institutional form indicating intent to enroll during the
summer)
 Determine the amount of aid available from each aid
program for summer awards
 Reconcile summer awards with the rest of each student’s
award year package to ensure program maximums are
observed
 Ensure FWS earnings are paid from the appropriate award
year's allocation or track any summer carry-back amounts
 Document each student’s file with his or her intent to enroll
during the subsequent term or payment period when
awarding FWS during periods of nonattendance
 Determine and record each student’s eligibility for summer
awards
 Notify recipients of their summer award eligibility
Include information about documentation, forms, and
correspondence used, cross-referencing these sections of the
manual (if appropriate). You may also wish to cross-reference
the award package notification section of the manual.
1.
Longwood University
Page 216
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Office of Financial Aid
Electronic Funds Transfer/Summer
Responsible Person: Loan Counselor
Title: Electronically Transferring Loan funds from ELM/NDN to Longwood University
Frequency: Every Tuesday
Description: This procedure describes how OFA transfers loan funds from ELM/NDN
to an account at Longwood University. Funds are held here until they are disbursed
to the student’s account.
Activities:
1. Receive the paper roster from ELM via ELM mailbox
A. File will be: Disbursement Roster, date.RPN, date 90983 (Example:
Disbursement Roster 03311100.RPN 03/31/11 90983)
B. This file is brought into the transfer file
C. Once in the transfer file, rename to date.doc (Example
03311100.doc) and print for your records
2. The Office of Student Accounts will confirm the receipt of funds, via a phone
call and e-mail to the Office of Financial Aid.
3. Upload Disbursement files from ELM mailbox to transfer file
4. Open your c:/ and the transfer file
A. The file will appear as the date with ‘DSB’ behind the date,
(Example 03311100.dsb)
B. Rename the transfer file the number of EFT you are receiving.
i. Example: If you are receiving the 4th EFT the EFT number
would be ‘eft004.dat’. This is for the academic year
C. Move the files from the Transfer file after you have named them to
fin aid on “Redwood”.
5. Log onto BANNER
6. Run RPREFTL
A. Put the EFT file name in the parameter. ‘01-eft004.dat’ Refer to 4,
b, and that will be the number you will use.
B. Run, Save and print output. (See attachment 1)
C. Review the output from BANNER with the EFT you received from
ELM file/print out and make sure what you have loaded in BANNER
corresponds with the amounts on the fax. Print and save
7. Go to RPAEPMT.
8. Confirm the receipt of funds, check the boxes. (See Attachment 2)
9. Click SAVE.
A. Write down the reference numbers (Example @00000000006004)
located 5 lines to the left of the “Receipt Flag”; you will need them
in the next step.
10. Run RPREFTP in the parameter for 02 you will put the reference number
(Example 00000000006004) from the RPAEPMT.
A. Click SAVE.
B. Clicks SUBMIT.
C. Print each report.
D. If some loans do not post use the following report to fix those loan
funds (RPREFTP) they will have *ERROR* no RPRLAPP for this loan
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 217
type
E. *ERROR* invalid fund type for loan
F. *ERROR* Reissued disbursement
G. These can be fixed after you have run completed your EFT.
11. Summer EFT is disbursed manually the following way.
A. If you have *ERROR* on the RPREFTP you will need to check each
one of those and find out why they did not post and post to
RPALDSB in the correct term.
12. Before you can disburse the loan each loan on the roster must be checked
for the following things:
A. Check RHACOMM for enrollment hours (Assistant Director will
have these posted to this screen
B. Check ROAENRL to verify if the student is indeed registered for the
correct amount of hours if so proceed to next step if not e-mail
the student and let them know that they are not enrolled for
what they stated on the summer school F/A application and they
will need to register for the additional classes or the funds will be
returned within 7 days (if their needs to be a return this is done
on Monday before the next EFT) or reduced to what they are
eligible to receive.
C. Go to: RPAAWRD, Fund Award by Term (tab), verify the correct
amount for term (200950) to what was received to make sure the
loan has not been reduced
D. After you have confirmed the correct amount for the summer term
on the Fund Award by Term (tab) , click Options (tab) then set the
enrollment load to what they are registered for (Example 0-5 less
than ½ time, 6-8 ½ time, 9-11 ¾ time, 12-up is full time.
E. After the student has gone through the above checks and
everything is correct the loan funds can then be disbursed
F. Go to: ROAIMMP, Click Authorize or Disburse Available Aid, and
Click 200950 for the TERM and SAVE.
Last updated: [Click here to insert date]
Page 218
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
9.9
Award Package Notification
Resour
ces
Policies
Describe how students are notified of their student financial aid award
packages. Describe your school’s award notification and the type of
information it includes. Cite the regulatory requirement that the
notification includes any amounts the student can expect to receive
from each Title IV program, as well as disbursement amounts and
disbursement dates for each award type. Indicate that subsidized and
unsubsidized Direct Loan amounts are listed separately if an award
includes these funds. Explain the student’s responsibilities (if any) upon
receipt of the notification and the ramifications of his or her failure to
respond. If the award notification is used to satisfy other Title IV program
consumer information requirements, identify them here and crossreference the consumer information section of your manual, if
appropriate.
668.16
5(a)
As a good practice the award notification should:
 Provide COA information
 Explain the EFC
 Provide the student’s total need and remaining need amounts
 Indicate the enrollment periods, terms, or payment periods in
relation to awards and disbursements to pay educationally-related
student costs
 Detail the amounts and types of aid awarded and any conditions
linked to award eligibility for each type
 Outline what must be done to accept or decline any part of the
offered aid, including the need to complete and return specific
materials (e.g., signed copy of the paper award letter and/or loan
promissory note)
 Indicate any response dates for all materials and acceptable
method(s) of response (e.g., secured website, e-mail, phone call,
signed and returned letter, etc.)
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
2009–
10 FSA
Handb
ook,
pp. 2Page 219
116, 46 to 4-7
 Include financial aid office e-mail and/or standard mail addresses,
phone and fax numbers, and staff contact names and titles
 Disclose student financial aid rights and responsibilities, including
appeal, revision, and renewal policies, as well as standards students
must meet to continue to receive aid
NASFAA has developed an Award Letter Evaluation Tool for financial
aid administrators to use when developing their award letter
notifications. This Award Letter Evaluation Tool may be found under
NASFAA Management Resources at
http://www.nasfaa.org/pdfs/2001/awardlet.pdf.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe how and when award notifications are sent to students (e.g.,
the notifications are generated electronically and e-mailed to students,
paper award letters are sent via postal service, etc.). Outline
procedures followed when students accept or decline awards, if
required per the notification. Include information about following up on
any returned award notifications. Describe the procedures followed
when a student does not respond to the award notification, if that is
required (e.g., automatic reminders via e-mail, phone calls, paper
notices).
2009–
10 FSA
Handb
ook,
pp.2116, 46 to
4-7
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
9.9.1
Packaging Appeals
Policies
Provide the school’s policies on award adjustments based on
appeals made by students (e.g., dependency override, loss of
parental income, etc.). Indicate who is responsible for reviewing
appeals. If this is done by a committee, list the committee makeup and define its role in the appeal process. Explain how a
Page 220
Longwood University Office of Financial Aid
Policies & Procedures
GEN03-07
2010–
11 FSA
Handb
© NASFAA 2010
student is informed of the appeal process. Include information
about required documentation (if any) and indicate time frames
for submitting appeals and for school responses. Give examples
of legitimate reasons for approving award revisions as well as
reasons for denying revision requests. You may want to crossreference the professional judgment section of the manual here.
ook,
pp.
AVG29 to
AVG30 and
AVG104 to
AVG105
NASFAA Monograph 22, Professional Judgment in Eligibility
Determination and Need Analysis, identifies a variety of situations
in which it may be appropriate to use PJ in need analysis and
explores ways financial aid administrators may develop good
practices and consistent treatment of aid applicants at their
individual institutions. Monographs are available on-line under
NASFAA Publication Resources at
http://www.nasfaa.org/NASFAACatalog.html#Publications.
NASFAA’s Fall 2007 Training, Counseling Students and Families:
Tackling Financial Issues, explores how to explain to students and
families in layman’s terms how their financial resources and family
demographics are used to calculate the EFC under federal
methodology (FM), and other available options when the
standard approach does not work. For more information, visit the
NASFAA Training Resources Web site at
http://www.nasfaa.org/NASFAACatalog.html#Training.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the appeal process and include the following:
 How a student requests a review of his or her package by
appealing
 How student appeals are routed within the financial aid office
 How the student is notified of the appeal outcome
If appeal forms are involved, you may wish to cross-reference the
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 221
forms and correspondence, and the document collection and
tracking sections of the manual.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
9.9.2
Award Package Revisions
Policies
Give examples of conditions that might trigger an award
package revision (e.g., change in enrollment status prior to a
Federal Pell Grant census date). You may want to include your
policies on Federal Pell Grant and other award recalculations
here, or you may wish to cross-reference the aid programs
section of your manual. Describe any policies regarding which
funds are revised (e.g., students are given a choice of loans or
work-study, etc.). Include information about the responsible
person for overseeing the award revisions process. You might
want to cross-reference the packaging, other educational
resources, overawards and overpayments, professional
judgment, verification, and/or application postscreening sections
of the manual.
690.80
2009–
10 FSA
Handb
ook,
pp. 365 to 366
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe how and the time frame within which, revisions are
made (e.g., a staff member manually changes the award in the
computer system or the system automatically revises awards
when a flag is set on the award screen of the student’s record).
Include an explanation of how students are notified of any
award revisions. Indicate who is responsible for overseeing this
process. You may wish to cross-reference the award package
notification section of the manual.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 222
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
9.10
Overawards & Overpayments
Resources
Policies
Overawards and overpayments can occur for a variety of
reasons including receipt of internal or external forms of EFA and
institutional error. The financial aid office must have adequate
internal controls in place to ensure a student does not receive
more Title IV aid than the amount for which he or she is eligible.
Include definitions of an overaward and an overpayment when
describing your policies for preventing and identifying them.
673.5(a)
685.301(a)(4)
686.21(c),(d)
691.62(f)
Provide information about overawards and overpayments
caused by institutional error and describe the school’s liability.
Also address overawards and overpayments for which the
student is liable. Your policies should include examples of
circumstances that cause overawards and overpayments, as
well as your policies regarding the treatment and resolution of
each. You may wish to cross-reference the packaging other
educational resources section of the manual here.
2010–11 FSA
Handbook, pp.
5-8 to 5-9
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe all measures taken to prevent overawards and
overpayments, including how the financial aid office monitors
student records to identify them (e.g., a weekly overaward
report is generated based on scholarships posted to students’
accounts by the bursar’s office). List steps involved and
interoffice communications regarding funds awarded to or
received by students.
Describe how the financial aid office determines if an
overaward or overpayment is due to an institutional error for
which the school is liable or if an overaward is the student’s
responsibility. Detail how you resolve overawards and
overpayments when they are the student’s liability and when
they are the school’s liability. Include a statement that Federal
Pell Grant awards are never reduced to resolve overawards of
campus-based aid, ACG, SMART Grant, and TEACH Grant funds
or overpayments of Direct Loan funds. Include a statement that
an Iraq and Afghanistan Service Grant may be reduced if it
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
673.5(f)
686.34
690.79
691.79
2010–11 FSA
Handbook, p.
Page 223
alone exceeds a student’s cost of attendance. Also include a
statement that there is no overaward tolerance for the ACG
and SMART Grant programs.
5-3
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
9.10.1 Resolving an Overaward or Overpayment When
Student is Liable
Policies
Provide examples of circumstances that cause
overawards or overpayments for which the student is
responsible. For example, in a situation where a student
does not report receipt of an external scholarship to the
financial aid office, but the business office reports receipt
of those funds to the financial aid office, a potential
overaward for which the student is liable is discovered and
must be resolved. Address allowable options for resolving
overawards and overpayments under your policies,
673.5(d),(e)
including:
 Increasing the student’s budget (if warranted)
 Decreasing the student’s data elements (if warranted)
 Invoking the $300 tolerance for campus-based aid
 Reducing or canceling award(s)
 Terminating the student’s FWS employment
 Returning undelivered loan proceeds
Describe your policy when an overaward or overpayment
cannot be eliminated by one of the aforementioned
options. Include details such as:
673.5(f)
686.34(b),(c)
690.79(b),(c)
691.79(b),(c)
 The school’s attempts to collect any overaward or
overpayment amounts, such as requesting that the
Page 224
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
student return Federal Perkins Loan or FSEOG funds to
the school
 Reporting the overpayment status to the National
Student Loan Data System (NSLDS)
2010-11 FSA
Handbook, p.
5-17
 The school’s repayment of funds to the Title IV program
account on the student’s behalf, turning the
overaward into an institutional debt
 Referral of any Federal Pell Grant, Iraq and Afghanistan
Service Grant, ACG, SMART Grant, TEACH Grant,
FSEOG, or Federal Perkins Loan overpayments to
Department of Education (ED) Collections
2010-11 FSA
Handbook, pp.
5-20 to 5-21
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the action(s) taken to resolve overawards or
overpayments when the student is liable. The If/Then
Decision Table is one way to illustrate this procedure.
673.5(f)(3),(4)
686.34(b),(c)
690.79(b),(c)
691.79(b),(c)
For example, the student is eligible for a subsidized Stafford
Loan. After the loan is certified for an amount that fully
covers his or her need, the student receives an external
scholarship for $1,000. Now the student is overawarded by
$1,000.
Possible action:
Step 1
If … the school has not received any of the loan funds
Step 2
Then … it will cancel the original loan and reprocess a
second loan for a lesser amount
OR
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 225
Possible action
If … the school determines that the student has additional
educational expenses, the student’s budget will be
increased
Then … the school will reassess to see if an overaward still
exists
OR
Possible action
If … the student has received the first disbursement
But ... the school has not received the second
disbursement
Then … the school will cancel the second disbursement
OR
Possible action
If … the student has received both disbursements
Then … no action will be taken
Describe how the financial aid office notifies the student
of the actions taken when an overaward or overpayment
is identified and resolved. Include information about how
the school responds to student objections.
673.5(f)(4)
686.34(b)(1)
690.79(b)(1)
691.79(b)(1)
Describe the steps taken to notify a student in writing that
he or she owes a Title IV overaward or overpayment if the
financial aid office is unable to eliminate the overaward or
overpayment. Include details about how the school
attempts to collect the overaward or overpayment.
NSLDS User
Describe the steps taken when reporting overpayments to Documentatio
NSLDS. You may want to cross-reference the reporting and n
reconciliation section of the manual.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 226
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
9.10.2 Resolving an Overaward or Overpayment When
School is Liable
Policies
Describe the action(s) taken to resolve overawards and
overpayments when the school is liable. State that
students are not liable for Federal Pell Grant, Iraq and
Afghanistan Service Grant, ACG, SMART Grant, TEACH
Grant, FSEOG, or Federal Perkins Loan overawards or
overpayments caused by school error and that such
overawards or overpayments cannot be corrected by
reducing subsequent disbursements. Your policy should
also state that an overaward or overpayment for which
the school is liable cannot be considered a student
overpayment or reported to NSLDS, nor is the
overpayment amount considered EFA or financial aid
when packaging. Your policy should also address the
resolution of an overaward or overpayment that is the
school’s liability, including:
673.5(f)(2)
686.34(a)(2)
690.79(a)(2)
691.79(a)(2)
2010–11 FSA
Handbook, pp.
5-8 to 5-10
 Immediate restoration to the program account by the
school of Federal Pell Grant, Iraq and Afghanistan
Service Grant, ACG, SMART Grant, TEACH Grant,
FSEOG, or Federal Perkins Loan funds incorrectly
awarded but previously disbursed
 Immediate correction of pending Federal Pell Grant,
Iraq and Afghanistan Service Grant, ACG, SMART
Grant, TEACH Grant, FSEOG, or Federal Perkins Loan
award amounts and disbursements
 The school’s policies for collecting the debt
subsequently owed to the institution
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the action(s) taken to restore incorrectly
disbursed Federal Pell Grant, ACG, SMART Grant, TEACH
Grant, FSEOG, and Federal Perkins Loan funds to the
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
673.5(f)
686.34
690.79
Page 227
appropriate Title IV account. Also describe the procedures 691.79
for adjusting the student’s award package to reflect the
correct award amounts. You may wish to cross-reference
the awarding and packaging, and the award package
notification sections of the manual.
Describe and explain how disbursed and undisbursed
Federal Pell Grant, ACG, SMART Grant, TEACH Grant,
FSEOG, Federal Perkins Loan, and Direct Loan funds are
returned to the Title IV program if the student never begins
attendance in the classes for which the aid was awarded.
Describe the steps taken to collect and return funds that
were already disbursed directly to the student.
2009–10 FSA
Handbook, pp.
4-44 to 4-45
Also detail the procedures for notifying the student of his or
her institutional debt and of the procedures the student is
to follow for repaying that debt. Include deadlines. You
should also detail the procedures the student should
follow and the actions taken when the student objects to
the school’s attempts to collect an institutional debt.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 228
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
SECTION 10: PROFESSIONAL JUDGMENT
Resources
10.1
PJ Authority and Individuals Who May Exercise It
The Higher Education Act of 1965 (HEA) provides the authority for
the financial aid administrator to exercise discretion in a number
of areas when a student has special or unusual circumstances.
This authority is known as professional judgment (PJ). It allows the
financial aid administrator to treat a student individually when
conditions exist that differentiate that student from a class of
students. PJ decisions must be made on a case-by-case basis as
the result of examining an individual student’s unique
circumstances.
HEA 479A
2010–11 FSA
Handbook,
pp. AVG-104 to
AVG-106
Policies
A Senior staff member will perform the PJ reviews and consult the
two other Senior staff members on an “as need” basis for
indecisive matters. The OFA decision is final and cannot be
appealed to the U.S. Department of Education (ED).
All PJs will be performed after the initial award process has been
done. Proper verification will also be completed before the PJ will
be reviewed.
Last updated: April 5, 2011
Procedures
The Senior staff member is informed of the PJ request when the
student sends in a letter of special circumstance or sends in the
Change of Income form. If all supporting documentation is not
received at that time, Senior staff will request the necessary
requirements from the family. If the student does not respond to
the request for additional information within 30 days, the PJ
process will not continue and no further follow up will be made by
our office. However, if the student contacts staff after 30 days,
the PJ can still be considered. The staff reviewing the PJ will be
responsible for documenting no responses.
Last updated: April 5, 2011
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 229
10.2
Circumstances for Which PJ Adjustments are Allowed and
Resulting Actions Taken
The financial aid administrator can exercise discretion in certain
areas when a student’s family has special or unusual
circumstances that are not adequately addressed by need
analysis, regulations, or legislation. ED does not regulate PJ. The
HEA explicitly authorizes the financial aid administrator to exercise
PJ in the following areas:
Resources
HEA 479A
 Dependency status (dependent to independent only)
HEA 480(d)(1)(I)
GEN-03-07
 Certain data elements used to calculate the expected family
contribution (EFC)
GEN-09-05
GEN-08-01
 Cost of attendance (COA)
GEN-08-01
 Satisfactory academic progress (SAP)
HEA
484(c)(3)(C)
668.34(c)(3)
 Unsubsidized Stafford Loan eligibility for dependent students
whose parents have ceased supporting the student financially,
will not support the student in the future, and refuse to
complete the FAFSA
GEN-08-12
 Denial or reduction of Direct Loan eligibility
685.301(a)(8)
Policies
Circumstances that might trigger the use of PJ and the situations
for which adjustments are allowed:
 Marital Separation/Divorce - (adjust EFC data element)
 Unusually high medical or dental expenses not covered by
insurance nor accounted for in the Income Protection
Allowance calculation in the need analysis formula (adjust EFC
data element or COA component)
 Unusually high child care or dependent care expenses (adjust
Page 230
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
either EFC data element or COA component)
 Unemployment of a dependent student’s parent or an
independent student (adjust EFC data element or COA
component)
 Cases where a student or a student’s family member is a
dislocated worker (adjust EFC data element or COA
component)
 Natural disasters impacting a family’s income or assets (adjust
EFC data element)
 Conversions of traditional IRAs to Roth IRAs (adjust EFC data
element)
 Abusive family relationships (adjust dependency status)
 Changes in a student’s housing status resulting in homelessness
(adjust dependency status, EFC data element, or COA
component)
 Death of a student’s parent (adjust EFC data element)
 One-time non-recurring income (adjust EFC data element)
If the PJ adjustment increases the student’s aid eligibility, then a
manual awarding process will occur using the same award
principles as if this was the first award, pending availability of
funds.
A PJ is never granted when:
 Changes cannot be made to the Federal Methodology need
analysis formula
 Elementary or secondary tuition paid by the family (adjust either
EFC data element or COA component)
Last updated: April 5, 2011
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 231
Procedures
Each student or parent need analysis data element is adjusted by
the following means:
 The person responsible for adjusting the need analysis data
elements is the Senior staff member who reviewed the PJ.
 The adjustment process
 Staff calculates the value of revised data elements by
entering all PJ data element adjustments and sets an
EFC recalculation flag; an electronic batch process
then automatically recalculates the EFCs for the
student. Finally, a counselor adjusts the financial aid
package based on the new EFC.
 The procedures for returning Institutional Student Information
Records (ISIRs) or Student Aid Reports (SARs) to the Central
Processing System (CPS) for reprocessing are a Batch process of
Corrections (RPR----) in Banner and then sent through ED’s
Electronic Data Exchange application processing software
(EDExpress) for update.
Last updated: April 5, 2011
Page 232
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
10.3
Requests for PJ Consideration
Resources
Policies
 Longwood accepts PJ requests in writing and through
electronic email.
 There is no deadlines by which requests for PJ consideration
must be received except that the request be able to be
completed during the payment period or academic year (as
applicable) for which the request is being made.
 Required supporting documentation and signature
requirements are outlined on the “Change in Income Request
Form”.
 A one-year limit will be imposed on students who request PJ
consideration every year based on the same set of
circumstances.
Last updated: July 12, 2012
Procedures
Below is the process of how students and parents submit requests
for PJ consideration to the financial aid office and the actions
taken once PJ requests are received:
 Special circumstances review process is offered on the OFA
website, through conversations with families in the office and
over the telephone, and at High School workshop
presentations.
 LU requires a Review Letter explaining the situation experienced
by the student/parent making the request, A “Change in
Income Request Form”, a “Verification Form”, and all required
supporting documentation relative to the situation described in
the Review Letter.
 Requested are logged into the Banner system and routed the
appropriate staff member assigned to review PJs.
 Senior staff member will contact student/parent for required
signatures/documents if PJ requests or other documents are
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 233
submitted without required signature(s) or are otherwise
incomplete
 The Senior staff member assigned to review PJS will contact the
student/parent for additional information as needed.
 A revised financial aid award notification will be mailed within
two weeks of any approved PJ adjustments. Denials likewise.
Last updated: April 5, 2011
Page 234
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
10.4
PJ Documentation
The law gives the financial aid administrator the authority to
request supplemental information beyond that which is reported
on the Free Application for Federal Student Aid (FAFSA) and to
collect other documentation which supports a well-informed, wellreasoned PJ decision. This is important because the special
circumstances upon which a PJ decision is based, as well as any
actions taken as a result of that decision, must be thoroughly
documented in the student’s file. If you decide that a student’s
situation does not warrant special consideration, this decision must
also be noted and maintained in the student’s file.
Resources
HEA 479A
GEN-09-05
GEN-08-12
GEN-03-07
Longwood has a Counselor Worksheet for documentation of all
changes, phone calls, and emails/letters requested from
student/parent, as well as the decision made and which Banner
forms were updated.
Policies
If the student does not respond to the request for additional
information within 30 days, the PJ process will not continue and no
further follow up will be made by our office. However, if the
student contacts staff after 30 days, the PJ can still be considered.
Last updated: April 5, 2011
Procedures
The process of requesting PJ documentation:
 The student or parent is notified of documentation submission
requirements by email and/or hardcopy letter or by telephone
call. Required documents are also listed on the “Change in
Income Request” form.
 If requested documentation is insufficient or unclear, the
financial aid counselor will call the student to clarify the
information verbally and then note conversation in the
student’s file, or the counselor mails the document back to the
student requesting written clarification.
 No further follow up will be made by our office after a 30 day
old request for additional information, however, if the student
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 235
contacts staff after 30 days, the PJ can still be considered.
Last updated: April 5, 2011
Page 236
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
SECTION 11: DISBURSEMENTS
11.1
Definition of Disbursements and Disbursement Methods
Resources
Policies
The financial aid office staff should be aware of institutional
668.16(c)(2)
policies and procedures regarding the disbursement of Title IV
funds even though these activities are under the purview of
another office. (See Section 2.1 regarding the separation of
functions.) Awareness of the institution's disbursement practices
will assist the financial aid office in providing better counseling
and clearer instructions regarding how students and parent PLUS
borrowers actually receive Title IV funds for which they are
eligible. You may want to cross-reference the responsible office’s
disbursement policies here.
Define disbursement and state your institution's policies for
disbursing Title IV funds by crediting the student's institutional
account and/or by making direct payments to students and
parent PLUS borrowers. If the funds are directly disbursed, include
specific information regarding how the funds are paid [i.e., by
check, electronic transfer of funds (EFT) to a designated bank
account, stored-value card or similar transaction device, and/or
cash]. Address whether your school:
668.164(c)(e)
2009–10 FSA
Handbook,
pp. 4-8 and
4-15
 Uses institutional funds in advance of receiving Title IV funds
to make disbursements to students and/or parent PLUS
borrowers
668.164(a)(1)
 Shows a student’s institutional charges have been offset by
Title IV funds when no monies (institutional or federal) actually
have been credited to the student’s account
 Disburses Title IV funds only after the receipt of Title IV funds
Include a statement that the institution may not penalize Title IV
668.14(b)(21)
recipients for nonpayment of fees due to financial aid
regulations or delays attributable to the school (e.g., if the school
is subject to the 30-day delayed disbursement provisions for firsttime Stafford Loan borrowers).
[Click here to insert your school's policies]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 237
Last updated: [Click here to insert date]
Procedures
Describe any procedures carried out by the financial aid office
that are related to each disbursement method used by the
school. Include institutional safeguards that ensure the
separation of functions. Also indicate safeguards that prevent
penalizing Title IV recipients for nonpayment of fees due to
financial aid rules or other disbursement/delivery delays
attributable to the school.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 238
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
11.2
Disbursement Dates and Schedules
Resources
Policies
Define the payment period(s) for each of your school’s Title IV
eligible academic programs. Identify the disbursement time
frame for each payment period, including the earliest a Title IV
disbursement [other than Federal Work-Study (FWS)] will be
made. Address whether your school will pay a student’s Title IV
funds in a single payment or in installments during the payment
period, the conditions for doing so, and which Title IV program
disbursements (other than FWS) will be paid in installments during
the payment period. You may want to cross-reference the
responsible office’s policies here.
668.4
668.164(b),(f)
FR 8/8/07,
p. 44623
FR 11/1/07,
p. 62017
Address your institution's policies regarding late disbursements.
Define the difference between late disbursements and postwithdrawal disbursements. (See Section 13.4 regarding postwithdrawal disbursements.) Describe the financial aid office's
involvement, if any, in determining eligibility for late
disbursements.
668.164(g)
Indicate who is responsible for establishing disbursement
schedules for Direct Loans, and what those schedules generally
are.
668.4
685.301(b)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe:
 How the financial aid office is informed about the school’s
disbursement schedules if another office establishes the
schedules
 How students are informed of disbursement schedules
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 239
 How late disbursements are authorized and reconciled
Cross-reference the procedures of all offices involved. You may
want to cross-reference the student consumer information
section of your manual, as well.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 240
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
11.3
Student and Parent Authorizations
Resources
Policies
Students and, in the case of parent PLUS, parents may authorize
the school to:
FR 8/21/09,
p. 42404
 Disburse FWS funds by crediting the student’s institutional
account to pay current award year charges for tuition, fees,
contracted room and board, and other institutionallyprovided educationally-related goods and services
675.16(b)(1)(i
)
 Disburse FWS funds by crediting the student’s institutional
account to pay prior award year charges
675.16(b)(1)(ii
)
 Disburse Title IV funds (other than FWS) by crediting the
student’s account to pay current year educationally-related
institutional charges other than tuition, fees, contracted room
and board
668.164(d)(1)
(iv)
668.165(b)(1)
(i)
 Disburse Title IV funds (other than FWS) by crediting the
student’s account to pay prior award year educationallyrelated institutional charges other than tuition, fees, and
contracted room and board
668.164(d)(2)
 Hold excess Title IV funds (credit balances)
668.165(b)(1)
(ii)
675.16(d)(1)(ii
)
Schools are not required to offer students and parent PLUS
borrowers the services covered by these authorizations. Schools
also have the option of offering the services only to certain
groups of students and/or parent PLUS borrowers. In addition,
different institutional offices may be responsible for collecting
authorizations. Identify each service your school offers that
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 241
requires an authorization and which office is responsible for
collecting the authorization. If another office is responsible, you
may want to cross-reference that office’s policies and
procedures here or in the appropriate authorization subsection
that follows.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
11.3.1 Disbursing FWS Funds to Pay Current Award Year
Institutional Charges for Tuition, Fees, Contracted
Room and Board, and Other Educationally-Related
Goods and Services
Policies
State your school’s policy for obtaining a student’s
authorization to disburse FWS wages by crediting the
student’s institutional account to pay current award year
charges for tuition, fees, contracted room and board, and
other educationally-related goods and services. Specify
how frequently this authorization is collected and its
duration. Identify whether your school:
 Offers this service to all or only certain categories of
FWS recipients
 Has an established deadline for students to request this
service
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe procedures for informing students of this service,
for collecting the authorization without coercing the
student, and for complying with a request to modify or
cancel an authorization. Identify who is responsible for
these processes.
Page 242
Longwood University Office of Financial Aid
Policies & Procedures
675.16(b)(1)(i
), (d)(1)(i),(2)(4)
© NASFAA 2010
If your school uses electronic processes to obtain the
authorization, describe institutional safeguards to prevent
fraud and abuse.
2009–10 FSA
Handbook,
pp. 4-6 to 4-7
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
11.3.2 Disbursing FWS Funds to Pay Prior Award Year
Institutional Charges
Policies
State your school’s policy for obtaining a student’s
authorization to disburse FWS wages by crediting the
student’s institutional account to pay prior award year
charges. Include the school’s policy for ensuring that no
more than $200 in current award year funds from all Title
IV programs are used to satisfy a student’s prior award
year charges. Specify how frequently this authorization is
collected and its duration. Identify whether your school:
GEN-09-11
 Offers this service to all or only certain categories of
FWS recipients
 Has an established deadline for students to request this
service
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe procedures for informing students of this service,
for collecting the authorization without coercing the
student, and for complying with a request to modify or
cancel an authorization. Identify who is responsible for
these processes.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
675.16(b)(1)(ii
),
(2),(d)(1)(i),(2
)-(4)
Page 243
If your school uses electronic processes to obtain the
authorization, describe institutional safeguards to prevent
fraud and abuse.
2009–10 FSA
Handbook,
pp. 4-6 to 4-7
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
11.3.3 Disbursing Title IV Funds (Other Than FWS) to Pay
Current Year Educationally-Related Institutional
Charges Other Than Tuition, Fees, and Contracted
Room and Board
Policies
State your school’s policy for obtaining a student’s and
parent PLUS borrower’s authorization to disburse Title IV
funds by crediting the student’s institutional account to
pay current year educationally-related charges other
than tuition, fees, and contracted room and board.
Identify whether your school:
 Offers this service for the disbursement of all or only
certain Title IV program funds
 Offers this service to all or only certain categories of
Title IV recipients
 Has an established deadline for students and parent
PLUS borrowers to request this service
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Page 244
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Procedures
Describe procedures for informing students and parents of
this service, for collecting the authorization without
coercing the student or parent, and for complying with a
request to modify or cancel an authorization. Identify who
is responsible for these processes.
If the school uses electronic processes to obtain the
authorization, describe institutional safeguards to prevent
fraud and abuse.
668.164(d)(1)
(iv)
668.165(b)(1)
(i),
(2)-(4)
2009–10 FSA
Handbook,
pp. 4-6 to 4-7
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
11.3.4 Disbursing Title IV Funds (Other than FWS) to Pay
Prior Award Year Educationally-Related
Institutional Charges Other than Tuition, Fees, and
Contracted Room and Board
Policies
State your school’s policy for obtaining a student’s and a
parent PLUS borrower’s authorization to disburse current
year Title IV funds (other than FWS) by crediting the
student’s institutional account to pay prior award year
educationally-related charges other than tuition, fees,
and contracted room and board. Include the school’s
policy for ensuring that no more than $200 in current
award year funds from all Title IV programs are used to
satisfy a student’s prior award year institutional charges.
Specify how frequently this authorization is collected and
its duration. Identify whether your school:
668.164(d)(2)
(ii)
668.165(b)
GEN-09-11
 Offers this service for the disbursement of all or only
certain Title IV program funds
 Offers this service to all or only certain categories of
Title IV recipients
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 245
 Has an established deadline for students and parent
PLUS borrowers to request this service
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe procedures for informing students and parents of
this service, for collecting the authorization without
coercing the student or parent, and for complying with a
request to modify or cancel an authorization. Identify who
is responsible for these processes.
If your school uses electronic processes to obtain the
authorization, describe institutional safeguards to prevent
fraud and abuse.
668.164(d)(2)
668.165(b)(2)
-(4)
2009–10 FSA
Handbook,
pp. 4-6 to 4-7
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
11.3.5 Holding Excess Title IV Funds (Credit Balances)
Policies
State your school’s policy for obtaining a student’s and a
parent PLUS borrower’s authorization to hold excess Title IV
funds on the student’s account. For each Title IV program
for which funds are held, indicate the maximum period
the school will hold funds. Specify how frequently this
authorization is collected and its duration. Identify whether
your school:
 Offers this service for the disbursement of all or only
certain Title IV program funds
 Offers this service to all or certain categories of Title IV
recipients
 Has an established deadline for students and parent
Page 246
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
PLUS borrowers to request this service
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe procedures for informing students and parents of
this service, for collecting the authorization without
coercing the student or parent, and for complying with a
request to modify or cancel an authorization. Identify who
is responsible for these processes. Describe how the funds
are held, accounted for, and released by the end of the
maximum holding period. Identify who is responsible for
monitoring any Title IV funds held.
If your school uses electronic processes to obtain the
authorization, describe institutional safeguards to prevent
fraud and abuse.
668.165(b)(1)
(ii),
(2)-(5)
675.16(d)(1)(ii
),
(2)-(5)
2009–-10 FSA
Handbook,
pp. 4-6 to 4-7
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 247
11.4
Student and Parent Notifications
Resources
Policies
Under certain circumstances, schools are required to provide
notifications to students and parent PLUS borrowers. (See also
Section 13.4 for notifications related to post-withdrawal
disbursements.) A school must:
 Notify a student of the amount of funds the student and/or his
or her parents can expect to receive under each Title IV
program, including the amount of FWS authorized to be
668.165(a)(1)
earned, and how and when the funds will be disbursed
675.16(a)(3)
 Notify a borrower of a Title IV loan’s anticipated disbursement
date and amount, his or her right to cancel all or a portion of
the loan, and the procedures and time frame for requesting
cancellation if the school disburses the loan proceeds by
crediting the student’s account
668.165(a)(2)
-(6)
 Notify a Teacher Education Assistance for College and Higher
Education (TEACH) Grant recipient the grant’s anticipated
disbursement date and amount, his or her right to cancel all
or a portion of the grant, and the procedures and time frame 668.165(a)(2)
-(6)
for requesting cancellation if the school disburses the grant’s
686.31(e)(1)
proceeds by crediting the student’s account.
Different institutional offices may be responsible for providing the
notifications. If another office is responsible, you may want to
cross-reference that office’s policies and procedures here or in
the appropriate notification subsection that follows.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
11.4.1 Amounts of Expected Title IV Funds and
Disbursement Information
Policies
State your school’s policy for notifying a student of the
amount the student and/or his or her parent can expect
to receive under each Title IV program, including the
Page 248
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
amount of FWS authorized to be earned, and how and
when those funds will be disbursed.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe your school’s procedures for providing this
notification, including when it is sent and the format used.
If your school uses electronic processes to provide the
notification, describe institutional safeguards to ensure the
security and confidentiality of the student’s information.
Identify the institutional office responsible for sending the
notification. If more than one office is responsible for
complying with this notification requirement, describe the
information each office is responsible for providing.
668.165(a)(1)
675.16(a)(3)
2009–10 FSA
Handbook,
pp. 4-6 to 4-7
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
11.4.2 Crediting Title IV Loan Proceeds and the Borrower’s
Cancellation Right
Policies
State your school’s policy for notifying a borrower about
the crediting of Title IV loan proceeds to the student’s
institutional account, the loan’s anticipated disbursement
amount and date, and the borrower’s right to cancel the
loan or disbursement.
668.165(a)(2)
-(6)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe your school’s procedures for providing this
notification, including when it is sent and the format used.
If the school uses electronic processes to provide the
notification, describe institutional safeguards to ensure the
security and confidentiality of the student’s information.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
2009–10 FSA
Handbook,
Page 249
Identify the institutional office responsible for sending the
notification.
pp. 4-6 to 4-7
Describe the procedures for responding to a borrower’s
request for the cancellation or reduction of the loan,
including the school’s affirmative confirmation process if
your school uses one. Identify who is responsible for
monitoring borrower requests for loan cancellation or
reduction, returning loan proceeds, and informing the
borrower of the outcome of a cancellation request.
If more than one office is responsible for complying with
this notification requirement, describe each office’s
responsibilities.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
11.4.3 Crediting TEACH Grant Funds and the Student’s
Cancellation Right
Policies
State your school’s policy for notifying a student about the 668.165(a)(2)
crediting of TEACH Grant funds to the student’s institutional -(6)
account, the anticipated disbursement amount and date,
and the student’s right to cancel the grant or
disbursement.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe your school’s procedures for providing this
notification, including when it is sent and the format used.
If the school uses electronic processes to provide the
notification, describe institutional safeguards to ensure the
security and confidentiality of the student’s information.
Identify the institutional office responsible for sending the
notification.
Page 250
Longwood University Office of Financial Aid
Policies & Procedures
2009–10 FSA
Handbook,
pp. 4-6 to 4-7
© NASFAA 2010
Describe the procedures for responding to a student’s
request for the cancellation or reduction of the grant,
including the school’s affirmative confirmation process if
your school uses one. Identify who is responsible for
monitoring student requests for grant cancellation or
reduction, returning grant funds, and informing the student
of the outcome of a cancellation request.
If more than one office is responsible for complying with
this notification requirement, describe each office’s
responsibilities.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 251
11.5
Undeliverable Title IV Funds
Resources
Policies
State your school’s policy for returning, to the appropriate
program account, Title IV funds that the school is unable to
disburse directly to the student or the parent PLUS borrower (i.e.,
checks returned to the school as undeliverable or EFTs that are
rejected). Indicate whether your school attempts to locate the
student or parent PLUS borrower before returning the
undeliverable funds.
668.164(h)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe your school’s procedures for handling undeliverable
Title IV funds, including all measures the school takes to locate
the student or parent PLUS borrower. Explain procedures for
ensuring that undeliverable Title IV funds do not escheat to the
state, the institution, or any third party, and that they are
returned to the appropriate program account within the
regulatory time frame. Describe how the financial aid office is
informed of any funds returned.
Cross-reference the procedures of all offices involved.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 252
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
11.6
Recovery of Title IV Disbursements When Student Does Not
Begin Attendance
Resources
Policies
State your school’s policy for monitoring student enrollment to
determine whether a student began attendance in a payment
period, and thus, is eligible for Title IV assistance for the payment
period. If your school is not required to take attendance, include
the school’s policy for documenting that the student began
attendance in the payment period. Address the treatment of
disbursed Title IV funds if a student does not begin attendance
or the school cannot document that the student began
attendance in a payment period.
668.21
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe your school’s procedures for monitoring whether a
student begins attendance in a payment period. Address which
office is responsible and how attendance is documented.
Explain how the financial aid office is informed if a student never
begins attendance in a payment period or the student’s
attendance cannot be documented.
Cross-reference the procedures of all offices involved.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 253
SECTION 12: SATISFACTORY ACADEMIC PROGRESS
Resources
12.1
Process Overview & Responsibilities
Longwood University
Office of Financial Aid
Satisfactory Academic Progress Policy
Responsible Person: Assistant Director, Financial Aid
Title: Satisfactory Academic Progress Policy
Frequency: SAP is monitored on a yearly basis, after the spring term.
SAP is individually evaluated when a new ISIR is received by LU. SAP for
some student populations is monitored each term. These populations
are those students who are currently on probation and held to
separate academic conditions as a result of appeal and those who
request an individual review.
668.32(f)
668.16(e)
2010–11 FSA
Handbook,
pp. 1-8 and
1-10 to 1-13
2009–10 FSA
Handbook,
p. 2-125
Description: Federal student aid regulations require all educational
institutions administering funds to ensure that financial aid recipients
are making satisfactory academic progress toward their educational
objectives. The regulations apply to all students receiving federal, state
and institutional financial aid funds. Questions regarding this policy
should be directed to a financial aid office staff member. Satisfactory
Academic Progress has been defined as follows:
I. Satisfactory Progress Requirements
A. Maintenance of a minimum Longwood University cumulative
grade point average.
1. For undergraduates, freshmen (students with less than 25
total credit hours earned) must have a 1.80 Longwood
University GPA. For all other students, a 2.00 Longwood
University GPA is required.
2. For graduate students. A 3.00 Longwood University GPA is
required.
B. Attainment of a 75% completion rate towards educational
objective for hours attempted at Longwood University.
1. Students must complete and pass 75% of all hours
attempted at Longwood University. A student’s completion
rate is calculated by dividing hours earned by hour
attempted. Grades of F, W, I, and repeated courses count
as hours attempted.
C. Normal Completion Time
1. Undergraduate students will be eligible for financial aid for a
maximum of 180 attempted credit hours. Transfer hours are
included in the total number of credit hours attempted.
Page 254
Longwood University Office of Financial Aid
Policies & Procedures
Resources
668.16(e)(2)(i)
668.34(b)
2010–11 FSA
Handbook,
p. 1-10
2009–10 FSA
Handbook,
p. 2-125
Resources
668.16(e)(2)(ii)
2009–10 FSA
Handbook,
© NASFAA 2010
2. Graduate students will be eligible for financial aid for a
maximum of 150% of the total credits hours required of their
program. Transfer hours are included in the total number of
hours attempted.
3. Part time attendance counts towards hours attempted in
the maximum time frame calculation.
4. Attempted hours are counted for all terms, even those for
which the student did not receive financial aid, and
including those usually waived under academic amnesty
policies.
D. Note: This policy is not the same as the Academic Policy
governed by The Faculty Senate. The SAP policy for financial
aid is somewhat stricter in that it incorporates a quantitative
measure of a student’s progress towards timely completion of a
degree program. The Longwood University SAP policy is in direct
accordance with the standards imposed by the Department of
Education.
II. Satisfactory Progress Levels Defined
A. Satisfactory Academic Progress will be monitored at the
conclusion of each academic year (May). To be making
satisfactory academic progress a student must maintain the
required cumulative grade point average; attain a 75%
completion rate and not exceed the normal completion time.
B. Students failing to maintain satisfactory academic progress will
be placed on Financial Aid Suspension. Such status will make
students ineligible for financial aid until such time as the
satisfactory academic progress requirements are met.
a. During the period Financial Aid Suspension, students may
(unless placed on Academic Suspension) attend
Longwood University without financial aid. It will be the
student’s responsibility to secure other financial resources
during this period.
p. 2-125
2010–11 FSA
Handbook,
pp. 1-10 to 112
Resources
668.16(e)(1)
2010–11 FSA
Handbook,
p. 1-8
Resources668.
16(e)(2)(ii)
(B)
668.34(e)
2009–10 FSA
Handbook,
p. 2-125
2010–11 FSA
Handbook,
pp. 1-10 to 112
III. How SAP is monitored.
A. At the conclusion of each academic year, a BANNER report is
generated which gives the names of students who are not
meeting any of the 3 specific SAP areas: Cumulative GPA,
Completion Rate, or Maximum Time Frame.
B. Each student not meeting SAP is mailed a letter explaining that
he or she is not meeting SAP and will not eligible for aid until SAP
is met. This letter also makes students aware that they may file
an appeal to have aid reinstated if they have some mitigating
circumstance which directly affected their ability to achieve
the SAP standards.
C. Students who are granted an appeal will have academic
conditions that they must meet in order to receive aid while
they work to achieve SAP. These students are monitored every
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 255
semester.
D. Students who achieve the SAP standards on their own either
after the summer or fall terms are responsible for notifying the
financial aid office if they wish to receive aid for the upcoming
term.
E. If a student withdraws during a fall term and returns to LU the
following spring term, his/her SAP will not be assessed until after
the completion of the spring term unless that student was
already failing SAP at the beginning of the fall.
F. Every student who receives Financial Aid will have their SAP
assessed when LU received his/her ISIR. This will also be the case
for students who have not previously filed a FAFSA but who
have had previous enrollment.
G. Remedial courses (such as the ONTRAC program) which carry
no credit hours will not be assessed as part of the Completion
Rate portion of the SAP standard.
IV. Satisfactory Progress Appeal Process
A. Any student who fails to maintain SAP due to extenuating
circumstances may submit an appeal to the SAP appeals
committee. Appeals should be submitted in writing, to the
Office of Financial Aid, no later than the week before classes
begin.
B. Students who are granted an appeal will be given conditions to
continue to receive aid have their progress monitored at the
end of each term to determine if the conditions have been met
and if the student is meeting the SAP standards.
C. The appeal conditions are as followed:
a. Condition A: The student must complete and pass all
hours attempted and earn at least a 2.25 semester GPA
each term until the SAP standards are met.
b. Condition B: The student must earn at least a 2.25
semester GPA each term until SAP standards are met.
c. Condition C: The student must complete and pass all
hours attempted each term until SAP requirements are
met.
d. Condition D: Special Conditions. Condition D is designed
to give the committee some leeway for special
circumstances.
D. Students who do not meet their conditions and are still not
making SAP will have their financial aid suspended.
E. There is no limit on the number of appeals that can be granted
however, the likelihood of being granted appeals will decrease
with each appeal that is not successfully met.
Last updated: June 30, 2011
Page 256
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
12.2
Probationary or Conditional Periods
Policies
Longwood University does not have probationary periods for
students who fall below the SAP standards. All students must file
an appeal and the appeal must be approved to have aid
reinstated for periods in which they are not meeting SAP.
Resources
2010–11 FSA
Handbook,
pp. 1-12 to 113
Last updated: June 30, 2011
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 257
12.3 Treatment of Transfer, Consortium, Change of Major,
Second Degree & Second Major Courses
Resources
2010–11 FSA
Handbook,
p. 1-12
Policies
Transfer Credits
Transfer Credits do count in the calculation of a student’s
maximum time frame. When a student has exceed maximum
time frame and has transfer credits, OFA will request information
from the Registrar’s office about how many transfer credits are
applied towards that student’s degree. If not all courses are
applied to the student’s degree program, those credits not
included may be subtracted from the student’s maximum time
frame calculation.
Consortium Credits
Consortium Credits are counted in maximum time frame just as
institutional courses are counted. Since the course must be preapproved by the Dean’s office that it is necessary for
graduation, they cannot be excluded from this calculation.
Change of Major
Students who change majors can have their maximum time
frame extended by excluding the credits that are not applicable
towards their degree program in the calculation.
Second Degree
Students who are pursuing a second degree can have their
maximum time frame extended by excluding the credits that are
not applicable towards their current degree program in the
calculation.
Second Major
Students who are pursuing a second major can have a longer
maximum time frame because they require more credits than
the traditional student in order to complete their degrees.
Maximum timeframe will be 150% of the total credits needed for
both majors.
Last updated: July 7, 2011
Procedures
Provide a step-by-step description of how student categories are
identified (e.g., the admissions office notifies the financial aid
office of any transfer students). Include information about who in
the financial aid office is responsible for monitoring the SAP of
these student categories. You might want to cross-reference any
Page 258
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
correspondence sent to these students in the forms section of
the appendix.
Longwood University
Office of Financial Aid
Procedures Relating to SAP Monitoring of Special Groups
Resources
2010–11 FSA
Handbook,
p. 1-11
Responsible Person: Assistant Director
Title: SAP Monitoring of Special Groups
Frequency: Most heavily after the spring semester, although monitoring
occurs at the conclusion of each term.
Description: This procedure details what steps are taken in indentifying
students in special categories with regards to SAP, and how each
group’s SAP is evaluated.
Activities:
Transfer Credits, Change of Major, Second Degree, Second Major
A. BANNER automatically includes transfer credits in each
student’s maximum timeframe calculation. Any students who
are exceeding 150% attempted credits of their program are
identified as being in SUS180 (Undergrad) or WRNGR%
(Graduate) eligibility groups.
B. A list of these students is reviewed manually by the Assistant
Director.
a. Students without transfer credits are reviewed to see if
they have changed their major, or are pursuing a
second degree or second major.
i. If the student has changed a major or is pursuing
a second major (as evidence on SGASTDN
history), a request is sent to the Registrar’s Office
to review the student’s record and calculate how
many credits are actually applied to the student’s
current degree requirements.
1. If the Registrar’s Office determines that not
all credits in the student’s record apply to
their current degree program, then the
student’s SAP is adjusted (made SAPOK on
ROASTAT and lock record) if new total is less
than 150% of the relevant program.
2. If it is determined that the student’s
attempted hours are still equal to or greater
than 150% of the programs, the student is
notified that they are no longer eligible to
receive financial aid.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 259
ii. If the student is pursuing a second major (as
evidenced on SGASTDN history), a request is sent
to the Registrar’s Office to calculated a total of all
credits needed to complete both majors.
1. If the new total is greater than before, the
student’s maximum timeframe is adjusted
to 150% of the new total. The student is
made SAPOK on ROASTAT and the record is
locked.
2. If the total remains the same, the student is
notified that they are no longer eligible to
receive financial aid.
Consortium Credits
A. Students who have consortium credits are identified in
several ways:
i. Students taking classes at the New College
Institute are placed in budget groups designating
them as such. A list of these students, who tend to
need consortium agreements frequently, can be
extracted from BANNER.
ii. All other students who requests consortium
agreements during the year have paper files
which are reviewed at the end of the term to
check for class completion.
B. All New College Institute students have their SAP
manually tracked as their consortium credits count in
their GPA, Completion Rate, and Maximum Timeframe
for financial aid purposes just as institutional credits do.
Page 260
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
12.4
Notices
Policies
Resources
Longwood University’s SAP policy is published on our office website.
Paper copies are also available in the office. The policy is changed on
an as-needed basis as federal and state regulations or institutional
policies dictate.
668.16(e)(5)
668.34(c)
668.42(c)(2)(ii)
2010–11 FSA
Handbook,
pp. 1-12 and 113
2009–10 FSA
Handbook,
p. 2-125
The Assistant Director is responsible for staying abreast of regulations
that impact SAP. If these changes result in a need for policy change,
proposals are drafted for the Director’s approval. Once approved, a
counselor will post the updated information on the website.
Last updated: July 8, 2011
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 261
12.5
Appeals
Policies
Students are informed of the appeal process for SAP when they are
notified of their SAP standing. They are notified both electronically and
in writing of the appeal option.
Appeals are received in the OFA and reviewed by an appeal
committee comprised of representatives from Financial Aid, Student
Accounts and Registration. The committee members vote to
approve/deny appeals and also to impose conditions if an appeal is
granted.
Each student who appeals must submit an appeal form (available on
our website and in the office). This form may be faxed, mailed,
emailed, or hand delivered to the OFA. Appeals must be submitted at
least one week prior to the beginning of classes. Only one appeal is
accepted for review per semester unless new information is available.
Second appeals are considered but rarely granted, the likelihood of
an appeal being granted decreased with each appeal submitted.
Students are typically notified of the results of an appeal the same day
the appeal is heard though it may take as long as 4 weeks once an
appeal is received for the committee to meet.
Every student who is granted an appeal will be given academic
conditions which they must meet until they are back in good SAP
standing. The conditions are outlined in section 12.1
Appeals are generally approved for mitigating circumstances such as:
 Serious Illness or injury to the student or immediate family
member
 Death of an immediate family member
 Significant Trauma
 Other unexpected circumstances beyond the student’s control
 Appeals may be accepted for other circumstances if the
student demonstrates commitment to academic improvement
and that the previous circumstances are no longer affecting
their performance.
Last updated: July 8, 2011
Procedures
Longwood University
Office of Financial Aid
Procedures Relating to SAP Appeals
Page 262
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Responsible Person: Assistant Director
Title: SAP Appeals
Frequency: Most heavily during the summer months when the most
appeals are heard. Also heavy during the period between the fall and
spring semesters.
Description: This procedure details what steps are taken in notifying
students of their SAP standing, the outcomes of an appeal, as well as
changing SAP standing in the BANNER system.
Activities:
1. Once an ISIR is received, the student is notified via email of their
SAP standing (see attachment 12.5.2).
2. Students enrolled during the fall and/or spring semester will
have their academic progress reviewed during the month of
May. Students who have failed to meet SAP after this review will
be notified via mail that they will not be eligible for financial aid
the upcoming academic year. Included in this letter is a copy
of the SAP policy, explaining what SAP is, the consequences for
not meeting it, and how to appeal the denial of aid. (example
letter attached).
3. The student may mail, fax, or bring the SAP appeal form to the
Office of Financial Aid. (Form available in office or online) The
appeal must be received no later than one week before
classes begin.
4. Once an appeal is received, it is logged on RRAAREQ as
“SAPAPx”. You can enter appeal numbers 1 through 9.
5. After several appeals are received, committee is convened (or
members individually contacted) to hear appeals. The
committee is comprised of representatives from various campus
offices (Financial Aid, Student Accounts, and Registration).
6. Committee members vote on appeals and appropriate appeal
conditions.
7. Letters are generated to students to inform them of the
decisions of the committee. These are form letters which explain
the conditions of accepted appeals and inform those students
whose appeals are denied (example appeal letters attached).
8. Go to ROASTAT.
a. Enter APEALx (A,B,C, or D) in the “New SAP Status”
column for the appropriate term.
9. Go to ROAIMMP.
a. Do an immediate process for the appropriate term for
each group.
10. Go to RPAAWRD.
a. Award student
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 263
11. Go to RHACOMM.
a. Enter message regarding outcome of the appeal and
conditions imposed, make sure to put date.
12. Go to RUAMAIL.
Send FA_AWARD
Last updated: July 8, 2011
12.5.1 Documentation
Policies
Since third parties may be used to document the
mitigating circumstances surrounding a SAP appeal,
examples of documentation Longwood will accept to
support an appeal are but are not limited to:
 Newspaper obituaries or death certificates to
substantiate deaths
 Physician’s written statement to substantiate illness or
accident
 Written statement from clergy, family member, or other
third party who knows the student’s situation
 Written statement from academic advisor or professor
Last updated: July 8, 2011
12.5.2
SAP Status Email
An assessment of your academic progress and corresponding
financial aid eligibility for the 2010-2011 academic year has been
posted to the myLongwood portal. This posting provides information
about your financial aid eligibility and whether you are making
satisfactory academic progress towards your educational objectives.
You must be making satisfactory academic progress to continue to
receive financial aid, including parent PLUS loans.
2010–11 FSA
Handbook,
p. 1-13
To review your academic progress status, you must first log on to
myLongwood (go to https://my.longwood.edu/cp/home/displaylogin)
Then, under the STUDENT tab, find the FINANCIAL AID INFO box
(located in the lower right-hand corner). Click the FINANCIAL AID
Page 264
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
ACADEMIC PROGRESS STATUS link.
Review your Academic Progress Status and the Satisfactory Academic
Progress Policy to determine if you are required to take any additional
action. If your status is SAPOK, you are making satisfactory academic
progress. If your status is SUSPENDED, you may wish to file an appeal of
this status. Appeal procedures are outlined in the Satisfactory
Academic Policy, available at
http://www.longwood.edu/financialaid/sap_policy.htm.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 265
12.6
Regaining Eligibility
Policies
If a student who is not making SAP is denied an appeal or
chooses not to appeal, he can reestablish eligibility on his own.
The student would have to pay out of pocket or by private loan
to take and pass courses which would bring his academic
standing back up to SAP standards.
Every student who files a FAFSA will have their SAP evaluated
after spring grades post. If a student who was not making SAP in
the past but has since regained a 2.0CGPA and/or a 75% overall
completion rate, his aid eligibility would be reinstated for the
next term. If a student regains eligibility mid-year, he can request
an individual SAP review from the OFA.
Last updated: July 8, 2011
Procedures
Longwood University
Office of Financial Aid
Regaining Eligibility
Responsible Person: Assistant Director
Title: SAP Monitoring: Going from Suspended Status to Good Standing
without an Appeal mid-year.
Frequency: Typically performed after fall semester grades post to
SHATERM. Can also occur after the summer session.
Description: This process is performed once a student has met SAP
standards after having aid suspended in the previous semester. This
process puts students in awardable budget and packaging groups to
allow for the awarding of federal, state, and/or institutional financial
aid.
Activities:
1. Go to ROAIMMP.
a. Click SAP
b. Click SAVE.
c. Change all Group Assignments for the appropriate term.
i. Click SAVE
2. Go to RBAABUD.
Page 266
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
a.
b.
c.
d.
Click PREVIOUS BLOCK twice.
Under Period, select appropriate term.
Click CREATE BUDGET.
Click SAVE.
3. Go to RNAOVxx.
a. Click NEXT BLOCK twice.
b. Put number of months in appropriate term in both FMStudent and IM-Student blocks
c. Click SAVE.
d. Put cursor in block with number of months in term
e. Click OPTIONS at the top of the page.
f. Click CALCULATE NEED.
4. Go to ROASTAT
a. Change to SAPOK for previous term.
b. Click SAVE.
5. Go to RPAAWRD.
a. Award student
b. Click SAVE.
6. Go to ROASTAT.
a. Change previous term eligibility back to original status.
b. Click SAVE.
7. Go to RBAABUD.
a. Click GROUP LOCK INDICATOR
b. Click SAVE.
8. Go to RUAMAIL
a. Send FA_AWARD
Send FA_SAP_REINSTAT
Last updated: July 8, 2011
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 267
SECTION 13: RETURN OF TITLE IV FUNDS
13.1
Process Overview & Applicability
The return of Title IV funds requirement is a complex process involving a great deal of
interoffice cooperation and coordination. Flowcharts of this process at Longwood
can be found on the following pages. The flowcharts provide an overview of the
major steps in the overall process and the offices that have responsibilities for those
steps. Return calculations are performed when a financial aid recipient begins
attendance during a specific payment period and withdrawals from all classes and
fails to attend at least 60% of the period.
OFA uses the latest version of the Federal Return of Title IV Funds (R2T4) software to
process return of funds information for federal aid recipients upon their withdrawal
from the University.
Before a student is allowed to withdrawal from the University, the Deans’offices of the
Cook-Cole College of Arts and Sciences, Education and Human Services, and
Business and Economics should send an aid recipient to the OFA for withdrawal
counseling. In counseling, an OFA staff member explains to the student how
withdrawal will affect the student account, and also how withdrawal may affect the
student’s future eligibility for aid under the Satisfactory Academic Progress Policy.
After withdrawal counseling has been provided to the student, the OFA enters a
statement on RHACOMM regarding the counseling, which may then be viewed by
the Dean’s Offices.
In some instances, a Dean’s office may withdrawal a student without sending him to
the OFA.
In either of the above two instances, the Deans’ offices notify the OFA, by email,
when a student withdraws.
If the student is not a financial aid recipient, the OFA takes no action.
If the student is a financial aid recipient, the OFA must find out the student’s
withdrawal date. Longwood University OFA determines a student’s withdrawal date
as the last day of class attendance or participation in any academically related
activity, such as handing in work or taking a test. This is the case for both official and
unofficial withdrawals.
This information is ascertained by emailing a withdrawn student’s instructors. Other
University Offices (Student Accounts, The Registrar’s Office, and Academic Offices)
use the date determined by the Dean’s Offices as the Official Withdrawal Date.
NSLDS reporting of withdrawal dates is done in the Registration Office.
OFA enters the relevant withdrawal and aid information into the R2T4 software to
calculate the return of funds for federal aid.
Page 268
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
If the student received state aid or Longwood Grant funds, the information is entered
into the “Return of State and Institutional Funds” spreadsheet to calculate earned aid.
Private loan funds are not subject to return calculations.
If the student received any other type of aid, OFA will contact the aid donor to
determine their wishes regarding the return of funds.
Once the calculations are complete, the OFA adjusts the financial aid to reflect
amounts the student may keep. If aid has been disbursed, the excess payments will
be credited back to the appropriate aid programs. Students will not owe an
overpayment balance to the federal programs, rather, they will owe Longwood, who
will pay the overpayment to ED, should one result from the Return Calculation.
The OFA sends an email to SA and relevant staff members in the OFA regarding return
amounts
OFA mails a letter to the student’s permanent address informing them of the action
taken regarding their financial aid.
SA credits funds back to appropriate accounts and sends any Direct Loan
overpayments back to ED.
SA sends the student a billing statement and an explanation of any charges. SA will
place a hold on a student’s account if they have an unpaid balance. This hold will
prevent transcript release and course enrollment, should the student return to
Longwood.
SA will negotiate repayment terms with the student if the student cannot pay any
balance owed in-full.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 269
13.1.1 Process Overview Flowchart
Withdrawals Requiring R2T4 Calculation
Flowchart
13.1.2 R2T4 Email
Hello!
We have recently been notified that STUDENT NAME/L# has withdrawn from
Longwood University. Federal regulations require our office to determine the
student’s last day of class attendance to calculate the amount of financial aid earned
by the student. Your assistance in this matter would be greatly appreciated. Please
respond to this email with last date of the student’s class attendance and/or known
academic activity (e.g.: date student handed in work to be graded). Also, please
inform our office if the student never attended class. If you have any questions,
please feel free to contact our office.
Thank you,
Page 270
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
13.1.3 Post-Withdrawal Disbursement Letter
DATE
The Family of STUDENT NAME
ADDRESS
CITY, STATE ZIP
Dear STUDENT’S Family:
As a result of STUDENT’s withdrawal from Longwood University and the Federal
financial aid regulations, you are eligible for what is referred to as a “post-withdrawal
disbursement.” This means you are due some financial aid from the fall semester.
You attended _ days of this term, earning _% of your financial aid. The following shows
what financial aid you earned and what Longwood University returned to the aid
programs:
VGAP: $1380
Stafford Sub: $1750
Stafford Unsub: $1000
Parent PLUS: $4000
Can Keep: $119
Can Keep: $0
Can Keep: $0
Can Keep: $581 ($557.76
incl. fees)
Return: $1261
Return: $1750
Return: $1000
Return: $3419
Currently, the balance on your student account is $____. Your GRANT award will
automatically be credited against this balance for a total of $_____owed to the
University. If you choose you can use your remaining _____ loan eligibility to apply
towards this balance.
You may accept all, a portion, or none of the $_____ loan. Your BORROWER”S NAME
authorization is required in order to apply LOAN funds to your account. This amount
would be less any fees charged by your lender and of course, any loan funds that
you accept will have to be repaid. The current interest rate on the loan is ____%.
Longwood University is obligated to make this post-withdrawal disbursement only if
you accept the funds by _____, 14 days after this notification is sent. If we have not
heard from you by that date, we will cancel your loan.
If you have questions, please let me know.
Sincerely,
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 271
Melissa D. Shepherd
Financial Aid Counselor
Post-Withdrawal Disbursement Consent Form
(Check all that apply)
□ I authorize Longwood University to credit my account $______ using my
remaining financial aid eligibility for fall 2011.
□ I do not authorize Longwood University to credit my account using my
remaining financial aid eligibility for fall 2011.
__ ______________________
Name
___________________________
Signature
_________________
SSN
_________________
Date
Please return this form as soon as possible to:
Mail this form to:
Longwood University
Office of Financial Aid
201 High Street
Farmville, VA 23909
Page 272
Fax this form to:
(434) 395-2829
Or hand deliver this form to:
201 High Street
Lancaster Building
Room G05A
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Longwood University • Office of Financial Aid • 201 High Street • Farmville, VA 23909 •
(434) 395-2077 • Fax (434) 395-2829
13.1.4 R2T4 Letter
DATE
STUDENT NAME
ADDRESS
CITY, SATE ZIP
Dear STUDENT:
Recently, our office was notified that you withdrew from Longwood University. Per
federal regulations, students earn their financial aid based on number of days of class
attendance. If a student does not complete more than sixty percent of the semester,
a portion of financial aid funds may need to be returned to the aid programs. Copies
of this policy are available in the Longwood University Guide to Financial Aid posted
on our office webpage. We have enclosed a copy for your information.
You attended _ days of this term, earning _% of your financial aid. The following shows
what financial aid you earned and what Longwood University returned to the aid
programs:
VGAP: $1165
MISC Scholarship: $1000
Stafford Sub: $1369
Stafford Unsub: $881
Can Keep: $612
Can Keep: $1000
Can Keep: $1181
Can Keep: $0
Return: $553
Return: $0
Return: $188
Return: $881
As a result of this return of funds, you may have a balance due on your Longwood
University account. The Office of Student Accounts will notify you in writing if this is the
case.
If you have questions, please let me know.
Sincerely,
Melissa L. Davis
Financial Aid Counselor
Last updated: July 12, 2011
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 273
Procedures
1.
Longwood University
Office of Financial Aid
Return of Funds
Responsible Person: Financial Aid Counselor
Title: Return of Funds When a Student Withdraws
Frequency: As needed.
Description: This procedure describes how to perform Return of Title IV Funds
calculations using the Department of Education Software and also how to perform
Return State and Institutional funds using the Longwood University form.
Activities:
I.
Page 274
Before using Software
a. Once a withdrawal notification is received, check to make sure the
student has aid. If the student does not have financial aid, file email, no
additional steps required.
b. If the student does have financial aid, print the email.
c. Log on to BANNER.
A. Write the following information on the printed email.
1. Go to SHATERM
a. Check to see if the student has a grade posted for
the current term.
i. If a grade is posted, no R2T4 is necessary, the
student’s aid will be pro-rated to the number
of credit hours which they have completed.
ii. If there are no grades, continue to next step.
b. Get year in college
2. Go to RSIAREV
a. Tally all original charges to the student’s account.
Make a note of these charges on the email. Do not
include any charges changed after the date on
the withdrawal email.
3. Go to SPAIDEN.
a. Click ‘Biographical’ tab.
i. record SSN, Date of birth on separate sticky
note to be discarded after R2T4 is complete.
b. Click ‘Address’ tab.
i. Record permanent address
c. Click ‘telephone’ tab.
i. record permanent phone number
B. Go to SFAREGQ
1. Print instructor names for the term of withdrawal
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
d. Send all instructors the R2T4 email.
A. Once responses are received, write the student’s last date of
II.
III.
IV.
class attendance on the printed withdrawal email.
e. Write the date of determination of withdrawal on the email.
Department of Education Software
a. To Set up for the new Academic Year.
A. Log on to FAA website.
(http://www.fafsa.ed.gov/FOTWWebApp/faa/faa.jsp)
b. Performing a calculation.
A. Click on ‘Return of Title IV Funds on the Web’ link.
B. Enter school credentials
C. Click NEXT.
D. Click ‘Create New Record’ if no previous R2T4 calculation exists.
If a previous R2T4 has been done, Click ‘Find Existing Record’
1. Enter Student Social Security Number
2. Click SUBMIT
3. Enter Student information, previously recorded on the
withdrawal email.
4. Click SUBMIT
E. Click R2T4 tab.
1. Enter Student Information
2. Click NEXT
3. Enter Withdrawal and Aid information.
4. Click SUBMIT
5. Click ‘View Printable Page’
a. Print page for student records.
F. If the student had aid that could have been disbursed, Click
‘Post Withdrawal’ tab.
1. Enter Student Information
a. Click SUBMIT
2. Send ‘Post Withdrawal Disbursement’ Letter to student.
a. Example PWD letter in 13.2.1
3. Track Student response on web.
State and Institutional Form
a. This is an Excel Spreadsheet. This form should be used if the student
received State grant aid or Longwood Grant. Open Spreadsheet from
‘My Documents’.
b. Enter Student information.
c. Cells highlighted in yellow have calculations embedded in them. DO
NOT type figures in these cells.
d. ‘Percentage of Aid Completed’ can be obtained from the Department
of Education calculation printed in step I.b.E.5.a.
e. Print spreadsheet and keep with student record.
Send an email with return amounts to Student Accounts and appropriate
OFA staff members.
a. Print email for student record
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 275
V.
VI.
Page 276
Mail R2T4 letter to student permanent address.
a. Example R2T4 letter on 13.2.2
Once all returned amounts are correct and paid in BANNER, file student
record.
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
13.2
Students who Fail to Earn a Passing Grade in Any Course
Longwood University
Office of Financial Aid
Unofficial Withdrawal Policy
Students who fail to earn a passing grade in at least one of their classes in a
semester will be assumed to have unofficially withdrawn from the University unless
Longwood can document that the student completed the aid period. Students
who are found not to have completed the period will have their aid packages
reduced accordingly. The student will be obligated to pay any resulting unpaid
charges to Longwood University.
The office of Institutional Research will provide OFA with a report to identify students
with grades of all F’s, W’s, I’s or a combination of the three at the end of each term.
If final dates of classroom attendance or class activity are not indicated (SFAALST),
professors will be contacted by email to determine whether or not grades were
earned or unearned. If the grade was unearned, meaning that the student did not
complete the term, a Title IV Return of Funds calculation will be made using the midpoint of the term. No Return calculation will be performed for students who
attended at least through the 60% point of the semester.
Students have until the midpoint of the following semester to convert incompletes to
grades. Incompletes will be checked at the appropriate time to determine if they
have been converted and whether or not Title IV Return of funds calculation is
needed.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 277
13.2.1 Process Overview Flowchart
Unofficial Withdrawals Requiring R2T4 Calculation Flowchart
13.2.2 Unofficial Withdrawal Emails
A. Email for Incomplete Grade
Hello,
I am emailing to inquire about STUDENT NAME’s attendance in this past
semester (spring 2011). Federal requirements require our office to determine
if a student attended classes if they failed to earn at least one passing grade
for the term. Can you tell me what the circumstances of her getting an
“Incomplete” in your course were and if you think she can reasonably be
expected to complete the course?
Thank you and if you have any questions, please let me know.
Regards,
B. Email for ‘F’ Grade
Hello,
We have recently been notified that STUDENT NAME/L# has received a
failing grade for your class for the past term. Federal regulations require our
Page 278
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
office to determine the student’s last day of class attendance to calculate
the amount of financial aid earned by the student. Your assistance in this
matter would be greatly appreciated. Please respond to this email with last
date of the student’s class attendance and/or known academic activity
(e.g.: date student handed in work to be graded). Also, please inform our
office if the student never attended class. If you have any questions, please
feel free to contact me.
**As a point of information, you can avoid receiving these emails in future
terms by filling in the “Last Attendance Date” block during grading for
students who receive ‘F’ and ‘W’ grades. Please ask me if you have any
questions about this.
Thank you,
13.2.3 Unofficial Withdrawal Letter
May 18, 2011
STUDENT NAME
ADDRESS.
CITY, STATE ZIP
Dear STUDENT:
When your student record was assessed at the end of the spring 2011 semester, our
office was notified that you did not receive any passing grades for the classes in
which you were enrolled.
Per federal regulations, if a student who begun attendance and has not officially
withdrawn fails to earn a passing grade in at least one course offered over an entire
period, the institution must assume that the student has unofficially withdrawn.
Students who are considered “Unofficially Withdrawn” only earn a portion of their
total financial aid received for the previous payment period. As a result, you may
have a balance due on your Longwood University account. Please contact the
Office of Student Accounts as soon as possible to resolve any outstanding balance
owed.
If you have questions, please let me know.
Sincerely,
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 279
Melissa D. Shepherd
Assistant Director, Financial Aid
Enc.
Last updated: July 12, 2011
SECTION 14: INSTITUTIONAL REFUNDS
Resources
The institution’s refund policy sets the percentage or amount of
each type of institutional charge that a student who withdraws
from any or all classes incurs. The amount refunded is usually
based on the withdrawal date and the number of hours from
which the student withdrew. The withdrawal date used for
institutional refund purposes does not have to be the same as
that used for determining the return of Title IV funds discussed in
section 13.2 since the return of Title IV funds requirements have
no bearing on what a school sets as its institutional refund policy.
Furthermore, federal rules do not limit how much a school may
charge the student. However, an institution’s refund policy must
comply with any applicable state or outside agency
requirements.
An institution’s refund policy may be expressed as either:
 The schedule of revised institutional charges incurred by
students who change their enrollment status, based on the
length of time they remain enrolled or the consumption of
services; or
 The amount or percentage of original institutional charges to
be refunded to the student based on the date the student’s
enrollment status changed.
Policies
If another office is responsible for administering the school’s
refund policy, simply cross-reference that office’s policies and
procedures manual or some other publication that explains the
refund policy and process. If cross-references to another office’s
Page 280
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
policies and procedures manual are used, include only those
policies and procedures that describe the financial aid office’s
role (if any) in the refund process in this section of the manual.
For example, if your school’s policy allows special treatment of
high-need students, the financial aid office might have to certify
a given student is high need prior to the institutional refund
calculation by that other office. This certification process should
be included in the financial aid office’s policy and procedures
manual.
If your school’s policy is largely static, you may wish to
incorporate it here for reference even though the policy
originates with some other office. Include information such as:
 The office(s) responsible and the method(s) used to
determine the date the student’s enrollment status changed
 State or accrediting agency requirements that may apply
 The institutional office responsible for developing, updating,
and distributing the institutional refund policy, as well as how
it is disseminated
 Cross-references to the relevant consumer information
sections of the manual
 How the percentage or amount of the refund is determined
(e.g., it is based on the number of days enrolled, a flat rate,
etc.)
 An explanation of how and why categories of students are
treated differently (e.g., out-of-state students, graduate
students, etc.) in the refund process
Provide a time line by which calculations are performed, the
student’s account must be adjusted, students and/or other
entities are notified, and refund payments must be paid.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 281
Procedures
Describe how the refund process is initiated (e.g., is it an
automatic process or is the student required to request a
refund). Provide a step-by-step description of how institutional
refunds are calculated and who is responsible for each step.
Describe in detail how the student and/or other entities are
notified of the results of the refund calculation, and any other
communications sent. Provide sample copies of
correspondence sent to students and/or other entities in the
forms section of the appendix and cross-reference them here.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 282
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
14.1
Institutional Refund Components
Resources
Policies
List the components used in your institutional refund calculation,
such as tuition, fees, institutionally provided books and supplies,
equipment, room, board, student insurance, etc. Describe
policies regarding returning equipment. Include information
about nonrefundable charges such as student activity fees,
parking fees, etc.
Describe the financial aid office’s role in determining the refund
components, if any. Cross-reference the policies and
procedures of other offices responsible for determining refund
components.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe how the school determines if a component is an
institutional or noninstitutional charge (i.e., a charge to the
student’s account collected by the institution but passed
through to an unaffiliated entity). Include information such as:
 How the determination is documented
 How the student is informed about returning equipment
 Deadlines or time frames for returning equipment
Cross-reference the policies and procedures of other offices
responsible for determining if a component is an institutional or
noninstitutional charge.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 283
14.2 Institutional Refund and Repayment Appeals
Resources
Policies
If your school allows students to appeal the amount of an
institutional refund, the amount of outstanding charges, or the
repayment of institutional aid, explain the appeals process and
give examples of reasons an appeal may be approved or
denied. For example, your school’s policy may state it will
approve appeals for students who drop all classes due to a
documented illness and write-off the outstanding charges
resulting from an institutional refund calculation. An example of
the denial of an appeal might be if a student withdraws without
completing the financial aid process and/or refuses to submit
requested documentation needed to determine eligibility for
financial aid.
Specify the office or individuals that review appeals. If this is
done by a committee, indicate the make-up of the committee.
If the financial aid office is involved in the appeal process,
describe its involvement. If there is an appeal schedule or
deadline, describe it (e.g., appeals are accepted after the end
of the term; or appeals must be submitted within 60 days or prior
to the end of the award year, whichever is later). If the financial
aid office is not involved in the appeal process, you may want
to cross-reference the responsible office’s policies here.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the appeal process here. Include information such as:
 How the student initiates an appeal
 How appeals are reviewed
 How often appeals are reviewed (if there is a schedule,
mention that here)
 How the student is notified about the appeal’s outcome
Page 284
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
 How and when adjustments are made to the student’s
school account, if needed
 How and when students are notified of applicable account
adjustments
You may want to cross-reference any correspondence sent to
students included in the forms section of the appendix.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
14.2.1 Documentation
Policies
Describe the type of documentation required to process
an appeal, including:
 Examples of acceptable documentation, such as a
doctor’s statement for those who withdraw due to
illness
 Deadlines by which documentation must be received
 The consequences of not submitting documentation
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe the action taken once documentation is
received and the follow-up process if documentation is
incomplete. Include information about how
documentation is routed to the appropriate person and
where the documentation is maintained. Cross-reference
the document collection and tracking section of the
manual.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 285
Page 286
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
SECTION 15: TITLE IV FRAUD
Resources
15.1
Student Fraud
Institutions must refer applicants who are suspected of having
engaged in fraud or other criminal misconduct in connection
with Title IV programs to the Department of Education’s (ED’s)
Office of Inspector General (OIG). The regulations require only
that the institution refer the suspected case for investigation, not
that it reach a firm conclusion about the propriety of the
applicant’s conduct.
668.16(g)
FR, 12/1/87,
pp. 45716 to
45717
2010–11 FSA
Handbook, pp.
AVG-107 to
AVG-108 and
2009–10 FSA
Handbook,
p. 2-124
To identify suspected fraud, the school must develop and apply 668.16(f)
an adequate system to identify and resolve discrepancies in the
information received from different sources with respect to a
student’s application for Title IV aid. Some of these areas
include but are not limited to:
 All student aid applications (e.g., federal, state, institutional,
etc.)
 Need analysis documents [e.g., Institutional Student
Information Records (ISIRs) and Student Aid Reports (SARs)]
 Copies of federal and state income tax returns
 Information regarding a student’s citizenship
 Previous educational experience (e.g., school credentials
such as a high school diploma)
 Documentation of the student’s Social Security Number (SSN)
 Other factors relating to the student’s eligibility for funds
under Title IV aid programs (e.g., compliance with the
Selective Service registration requirement)
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 287
Policies
Describe your policies regarding suspected fraud. Provide
examples of financial aid fraud such as:
 Falsified documents or forged signatures on an application,
verification documents, or loan promissory notes
668.16(g)(1)(iv)
 False statements of income
668.16(g)(1)(v)
 False statements of citizenship
668.16(g)(1)(ii)
 Use of false or fictitious names or aliases, addresses, or SSNs,
including the deliberate use of multiple SSNs
668.16(g)(1)(iii)
 False claims of independent status
668.16(g)(1)(i)
 Patterns of misreported information from one year to the
next
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Using the If/Then Decision Table in a step-by-step format is one
way to illustrate your procedures for identifying and reporting
suspected fraud. For example:
Step 1:
If … the student’s application has been selected for verification,
then the verification counselor reviews all required documents
[such as the need analysis document (ISIR), tax forms, etc.]. If
the verification counselor suspects fraudulent information (e.g.,
the signatures on the verification worksheet do not match those
from the previous year)
Step 2:
Then … the verification counselor refers the file to the financial
aid director for review.
Page 288
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Step 3:
If … after the financial aid director reviews the document(s), he
or she suspects fraud
Step 4:
Then … the financial aid director contacts the school’s legal
counsel.
Step 5:
If … the school’s legal counsel feels there is suspected fraud
Step 6
Then … he or she contacts OIG by calling 1-800-MIS-USED.
You could use this format to chart other procedures used in
reviewing student documents, such as subsequent ISIR
transactions, C-code clearance, etc. You may want to crossreference the file review and the document collection and
tracking sections of the manual.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 289
15.2
Institutional and Third-Party Fraud
Resources
Policies
Describe your school’s policies and procedures to identify and
668.16(g)(2)
investigate information indicating that any employee, thirdparty servicer, or other agent of the institution acting in a
capacity involving the administration or receipt of Title IV funds
may have engaged in fraud or any illegal conduct involving the
Title IV programs. If other offices are involved, you might want to
cross-reference their policies here.
Describe any training provided to institutional staff on
identifying and preventing fraud and abuse of the
financial aid programs. Include examples of fraud (e.g.,
the business office knowingly authorizes the release of Title IV
funds to an ineligible student or the school’s third-party servicer
signs a student’s Federal Perkins Loan promissory note) so all
staff will have a frame of reference for identifying and reporting
suspected fraud.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe how the financial aid office identifies suspected
institutional or third-party fraud. Explain what action is taken
once suspected fraud is identified (e.g., the school’s legal
counsel is notified immediately). Include information about how
other institutional offices, such as the business office, admissions,
accounting, etc., communicate suspected Title IV fraud to the
responsible office. You may want to cross-reference the
procedures of all involved offices.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 290
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
15.3
Referrals
If the school suspects that a student, employee, or other
individual has misreported information and/or altered
documentation to increase student aid eligibility or to
fraudulently obtain federal funds, it must report those suspicions
and provide any evidence to ED’s Office of Inspector General
(OIG).
Resources
2010–11 FSA
Handbook,
pp. AVG-107
to AVG-108
and 2009–10
FSA
Handbook,
p. 2-124
The OIG website at
http://www.ed.gov/about/offices/list/oig/hotline.html?src=rt
contains information on the various methods by which a school
can report suspected fraud, including:
 Sending an e-mail message to the OIG
 Completing a Complaint Form on-line
 Downloading a hardcopy of the complaint form, complete,
and mail it to the OIG
 Calling the toll free number (1-800-MIS-USED)
 Calling an OIG in the school’s area (a list of offices and
telephone numbers are provided)
Under the American Recovery and Reinvestment Act of 2009
(ARRA), nonfederal employees who report waste, fraud or
abuse connected to the use of ARRA funds may not be
discharged, demoted or otherwise discriminated against
because of his or her disclosure.
P.L. 111-5
Policies
Describe your school’s policy for making referrals to the OIG.
Include a statement identifying which school office or personnel
have the authority to make OIG referrals. If this is not under the
purview of the financial aid office, cross-reference the
responsible office’s policies here. Include a statement about the
protection afforded to those who report fraud connected to
the use of ARRA funds.
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 291
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe any actions taken to investigate the suspected
fraudulent activity before reporting it to the OIG. If this is a
shared institutional responsibility, briefly describe how all
involved offices communicate with one another.
A flowchart, such as the Exploring Options Through Flowcharting
or Flowcharting Procedures for a Policy with Conditions, might
be a good tool to illustrate this procedure. For example, the
admissions office suspects a forged signature on a transcript
that a Title IV recipient submits. The admissions director reports
this information to the financial aid office. The financial aid
office calls the previous school and learns the student never
attended. The financial aid office reports this information along
with supporting documentation to the institutional lawyer. The
lawyer refers the information to the OIG.
Provide details about how suspected fraud is referred to the
OIG (e.g., by telephone, submitting a Complaint Form, etc.). If
one office assumes all responsibility for reporting to the OIG,
explain that here. You might want to cross-reference the
procedures of all offices involved and provide copies of forms
or correspondence in the appendix.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 292
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
SECTION 16: AUDITS
A school that participates in any of the Title IV programs must
undergo an annual compliance audit and an audit of the
institution’s financial statement by an independent auditor, who
may be a certified public accountant or a government auditor.
Although a school’s compliance and financial statement audits
may be performed by different independent auditors, both
audits must be submitted together to the Department of
Education (ED).
Resources
HEA 487(c)
668.23(a)(1),(b
),(d)
2009–10 FSA
Handbook,
pp. 2-145 and
2-146
If a school disburses less than $200,000 in Title IV program funds
for an award year and satisfies other regulatory requirements,
the school may request a waiver of annual audit submission
requirements. If ED approves the school’s request, the waiver
applies only to the annual audit submission to ED. This means the
school must still conduct an annual audit of its Title IV program
administration, but it does not have to submit the audit report to
ED for up to three years. At the end of the waiver period, the
school must submit a compliance audit covering each
individual fiscal year in the waiver period and a financial
statement audit for the last year of the waiver period.
668.27
2009–10 FSA
Handbook,
pp. 2-148 and
2-149
Schools must submit their compliance audit and audited
financial statement to ED via the eZ-Audit Web site at
https://ezaudit.ed.gov/EZWebApp/common/login.jsp
2009–10 FSA
Handbook, p.
2-155
The Step-by-Step Guide to Using eZ-Audit for Public Schools,
Step-by-Step Guide to Using eZ-Audit for Not-for-Profit Schools,
and Step-by-Step Guide to Using eZ-Audit for Proprietary Schools
contain guidance for submitting schools’ compliance audits
and audited financial statements. These Guides may be
downloaded from
https://ezaudit.ed.gov/EZWebApp/common/steps_to_create_su
bmission.jsp
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 293
16.1 Type of Audit
The type of compliance audit a school undergoes depends on
its type of control: public, for profit, or nonprofit. Audits for public
and nonprofit institutions must be conducted in accordance
with Office of Management and Budget’s (OMB’s) Circular A133, Audits of States, Local Governments, and Nonprofit
Organizations. Audits for for-profit and foreign institutions must be
conducted using ED’s Audits of Federal Student Financial
Assistance Programs at Participating Institutions and Institutions
Servicers.
Resources
2009–10 FSA
Handbook,
pp. 2-145 to 2146
Policies
Although the financial aid office may not be directly involved
during each phase of an audit, staff should be knowledgeable
about the process. A flowchart, such as the Exploring Options
Through Flowcharting or Flowcharting Procedures for a Policy
with Conditions, should show all institutional offices involved and
illustrate the communication among these offices, the financial
aid office, and the independent auditor. You might want to
cross-reference the policies and procedures of all offices
involved in the audit process.
Audit policies should include information such as:
 The definition of an independent auditor, institutional policies
for selecting an independent auditor, and the name of
independent auditor or auditing firm your school uses
668.23(a)(1)
 Your school’s type of control and the type of audit the school
must submit (e.g., a public school must submit its audit in
accordance with OMB Circular A-133)
 Any third-party servicer with which your school contracts
668.25
 A statement acknowledging your school’s responsibility for
any liability owed by the institution's third-party servicer for a
violation incurred in servicing any aspect of that institution's
participation in the Title IV programs (if applicable)
668.23(g)(4)
 An explanation of why the school would request a waiver of
the annual audit submission requirements (if applicable)
668.27
 A description of all institutional offices involved in the audit
Page 294
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
process
 Who is responsible for coordinating the overall audit process
 Financial aid office personnel who have contact with the
auditor
 The type of Title IV records the financial aid office provides to
the auditor
668.23(e)
 Who in the financial aid office receives a copy of the audit
findings
 Which institutional office is responsible for addressing and
reconciling any audit findings, as well as the time frame for
doing so
 Who is responsible for ensuring that the repayment of any
improperly spent Title IV funds is made within the specified
time frame
668.23(g)
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Provide a step-by-step description of how the financial aid office
participates in the audit process. Include information such as:
 How the financial aid office is notified of the records needed
for an audit and who is responsible for coordinating with the
auditor and providing the requested records
 How the records are accessed and provided to the auditor
(e.g., electronic records are generated, paper files are
manually retrieved, etc.)
 Who is responsible for documenting each file that is reviewed
by an auditor and how is this information documented in the
file
 How the financial aid office is notified of any audit findings
 How the financial aid office addresses any audit findings for
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 295
which it is responsible within required time frames
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
It is a good practice to designate one individual in the
financial
aid office to communicate with the auditor
and coordinate all
records requested by the auditor.
Page 296
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
16.2
Audit Submission Schedule
Compliance audits must be performed on a fiscal-year basis
and must cover all Title IV transactions that have occurred since
the school’s previous compliance audit. The school’s audited
financial statement must be prepared using accrual basis
accounting in accordance with Generally Accepted
Accounting Principles (GAAP) and cover the institution’s most
recently completed fiscal year.
A school that falls under the Single Audit Act follows submission
requirements contained in OMB Circular A-133. A school that
has its annual compliance audit and the audit of its financial
statement performed in accordance with ED’s Audit Guide must
submit its audit within six months of the end of the school’s fiscal
year.
Resources
688.23(d)(1)
2009–10 FSA
Handbook,
p. 2-151
2009–10 FSA
Handbook,
pp. 2-150
Policies
Indicate the time frame by which the financial aid office must
provide information needed to complete the audit and to
ensure the school’s audit submission by the applicable due
date. If other offices are involved in the process, you may wish to
cross-reference the policies of those offices.
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
Describe when and how your school submits its annual audit.
You may want to cross-reference the responsible office’s policies
and procedures if it is not the financial aid office.
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 297
SECTION 17: RESERVED FOR INSTITUTION
Resources
[Click here to insert Institution-Specific Section]
This section is reserved for any institution-specific area of policies
and procedures not covered in sections 1-16. For example, an
institution may choose to place the policies and procedures for
the administration of private and/or institutional scholarship
programs in this section of the manual.
Policies
[Click here to insert your school's policies]
Last updated: [Click here to insert date]
Procedures
[Click here to insert your school's procedures]
Last updated: [Click here to insert date]
Page 298
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
SECTION 18: APPENDICES
Resources
18.1
Forms & Correspondence
Provide copies of all forms and correspondence the school uses
for the administration of all Title IV programs. If forms and
correspondence are maintained in electronic format, indicate
where documents are located. Such forms might include, but
are not limited to:
 Appeal forms for professional judgment (e.g., satisfactory
academic progress appeals, budget adjustments, change of
dependency status, etc.)
 Application forms (e.g., FAFSAs, institutional applications,
scholarship forms, state aid forms, outside aid forms, etc.)
 Incomplete and/or missing information letters
 Authorization forms for cash management requirements
 Authorization forms for use of electronic means to collect
authorizations and to provide notifications
 Award notifications (original and revised awards)
 Consortium/contractual agreement documents
 Family Educational Rights and Privacy Act (FERPA)
authorization consent forms
 I-9 forms for student employees
 Eligible noncitizen manual secondary confirmation forms (i.e.,
Form G-845)
 Student employee time sheets
 Off-campus student employment agreements
 Direct Loan active confirmation forms
 PLUS certification forms for parent borrowers (e.g.,
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 299
default/federal overpayment statement)
 Satisfactory academic progress correspondence
 Private education loan Self-Certification Forms
 Selective Service registration follow up forms (e.g. why
student did not register)
 Verification forms (dependent, independent worksheets,
etc.)
 Return of Title IV funds calculation worksheets
 Return of Title IV funds correspondence to students/parents
 Overpayment referral forms
 Withdrawal forms
[Click here to insert your school's information]
Last updated: [Click here to insert date]
Page 300
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
18.2
Resources & Reference Documents
Resources
Some useful resources and reference documents might include
but are not limited to:
 Audit Guide
 Common Manual (National Council on Higher Education
Loan Programs)
 Common Origination and Disbursement (COD) System
technical references
 Compilation of Federal Regulations (CFR)
 Dear Colleague/Partner Letters
 Direct Loan Bulletins
 Direct Loan School Guide
 Direct Loan Technical References
 EDE Technical References
 EFC Formula Guide
 Electronic Announcements
 Federal Registers
 Federal Student Aid Handbooks
 FWS Resource Guide
 Health and Human Services Student Financial Aid Guidelines
 NASFAA Monographs
 NASFAA Training materials
 NASFAA Webinar materials
 NASFAA’s Award Letter Evaluation Tool
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 301
 NASFAA’s CORE training materials
 NASFAA’s Encyclopedia of Student Financial Aid
 NASFAA’s Self-Evaluation Guide
 NASFAA’s Title IV Eligibility Checklist
 NASFAA’s Using Federal Tax Returns in Need Analysis
 NSLDS User Documentation
 The Blue Book
 The ISIR Guide
 [Click here to insert your school's information]
 [Click here to insert your school's information]
 [Click here to insert your school's information]
 [Click here to insert your school's information]
 [Click here to insert your school's information]
Last updated: [Click here to insert date]
Page 302
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Appendix A
Financial Aid - Federal Work Study for Award Year 1011
Fund: ACCESS
1 paid student
Total Hours: 41.25 Total Pay: $299.06
Longwood
Pay Hours
Pay Pay Period
Id
Rate Worked Amount
End
Student
Furbush, Catherine Regina
Fund: ACCOML
L00327097
$7.25
41.25
$299.06
3/31/2011
1 paid student
Total Hours: 38.5 Total Pay: $279.12
Longwood
Pay Hours
Pay Pay Period
Id
Rate Worked Amount
End
Student
Harrington, Isis Honey
Fund: ADMISS
L00351444
$7.25
38.5
$279.12
3/31/2011
3 paid students
Total Hours: 55.75 Total Pay: $404.19
Longwood
Pay Hours
Pay Pay Period
Id
Rate Worked Amount
End
Student
Kirby, Cayla Leigh
L00317536
$7.25
16.75
$121.44
3/31/2011
McPherson, Mandy Nicole
L00318731
$7.25
14.75
$106.94
3/31/2011
Morrison, Alicia Mae
L00342295
$7.25
24.25
$175.81
3/31/2011
Fund: AMREAD
6 paid students
Total Hours: 163.75 Total Pay: $1,432.82
Longwood
Pay Hours
Pay Pay Period
Id
Rate Worked Amount
End
Student
Cipolla, Raechel Alexandra
L00303209
$8.75
27
$236.25
3/31/2011
Coble, Laura Frances
L00138617
$8.75
33
$288.75
3/31/2011
Coombs, Emma Ruth
L00317333
$8.75
38.5
$336.88
3/31/2011
Hamlin, Charlotte Renee
L00315911
$8.75
28.5
$249.38
3/31/2011
Kidd, Emily K
L00326495
$8.75
21
$183.75
3/31/2011
Perkinson, Sarah Amberley
L00142814
$8.75
15.75
$137.81
3/31/2011
Fund: ARAMRK
Student
69 paid students
Total Hours: 1992.25 Total Pay: $14,443.79
Longwood
Pay Hours
Pay Pay Period
Id
Rate Worked Amount
End
Arkorful, Abena Adadzewa
L00349389
$7.25
26
$188.50
3/31/2011
Baker, Ebony Monique
L00323813
$7.25
31.5
$228.38
3/31/2011
Thursday, April 14, 2011
© NASFAA 2010
Page 1 of 12
Longwood University Office of Financial Aid
Policies & Procedures
Page 303
Over Award Report
Reconciliation Report
Page 304
Longwood University Office of Financial Aid
Policies & Procedures
© NASFAA 2010
Appendix B
© NASFAA 2010
Longwood University Office of Financial Aid
Policies & Procedures
Page 305