What Forms Should a
Student’s Financial Aid
File Contain?
BEST PRACTICES
New Student
 Enrollment Info
(spell out the name of the
career major, don’t just
use acronyms or
abbreviations)
 Original Start Date and
expected completion date
 If giving prior credit, SAP
from previous school
 ISIR
New Student (Cont.)
 Verification forms (if
selected for verification)
 Results of verification
(Accurate, Within Tolerance)
 Documentation if using
Professional Judgment
 Calculation of Pell amount
(comparison of hours and
weeks)
 COA Student Budget
New Student (Cont.)
 Award Letter
 SAP (grades, pace of progress)
at end of each Pell payment
period
 Copies of SAP Warning Letter
or Probation Letter to student
(depending on your policy)
 Attendance (for disbursement
purposes: to prove student has
completed all hours in previous
payment period)
New Student (Cont.)
 Written authorization from
student if you allow student to
charge books, supplies, tools,
uniforms, etc. to their Title IV aid.
 Proof that you notified student of
date and place to pick up Title IV
refund (i.e. Federal Pell Grant
check) or notification of date it was
deposited into student’s account
 Notification of Funds received
from outside sources (agencies,
tribes, etc.)
New Student (Cont.)
 Copies of completed forms
sent to agencies or tribes
 Student Loan Deferment
Forms sent to lenders
 Copy of Financial Aid
Shopping Sheet (if student
receives VA educational
benefits)
 Copies of approved Leave of
Absence requests (if policy
allows for LOA)
 Return of Title IV Funds
calculation if student
withdrew.
Returning Student
 In addition to above:
 Previous hours in same
career major
 Original start date, start
date for current academic
year, and expected
completion date
 SAP if previously in career
major (even if it was in
high school)
Optional
 Calendar for that career major
 Copies (signed by student) of
Pell check, date-stamped so we
know when they picked up Pell
check (this is really the
responsibility of the bursar, but
I keep a copy in the student’s
file in case I need to know when
a student received a check).
 Origination and Disbursement
Record (printed from
EDExpress)
2013-2014 FINANCIAL AID FILE CHECK LIST
Name:
Enrollment Status:
SSN:
FT
HT-AM
HT-PM
EFC ___________________
CY E-1 Date: ________________ PY E-1 Date: ________________
Program: _____________________ Hrs/Wks___________ Hrs/Wks Completed: _________ Hrs/Wks Rem:
________
DOCUMENT
RECD
ISIR ___ Tran # ___ with original FAFSA ___
COMMENTS
Revised ISIR Tran # ____ ____ ____
Special Circumstances: Income Adjustment ___ D/O ___
Verification Worksheet ___ Tax Transcript ___ Group ____________
EOC Adult Information Form (copy)
HS Diploma ___ HS Trans ___ GED ___
Financial Aid History from NSLDS (on front of ISIR)
Calculation Worksheet
Calendar
Student Budget/COA
Pell Disbursement Schedule
Student Rights & Responsibilities
Student Handbook Acknowledgment
Award Letter ___
Pell Origination Record ___
Pell Disbursement Record ___
Entry in Excel Payment Records ___
Warrant for Payment Period # ___
Progress Report for Payment Period # ___
Warrant for Payment Period # ___
Progress Report for Payment Period #___
Attendance Appeal Form
Approved Leave of Absence (copy)
Financial Aid Warning Letter ____ Appeal Form ____ Probation ____
Adult Student Information Update Form (copy) ____
____ ____
R2T4 Calculation: EOC $________ Student $________
R2T4: Student Notice ___ R2T4 Referral to ED: Student ___ ED ___
Miscellaneous
Miscellaneous
45-Day Period End Date ___________
Campus:
Regular Calendar 2013-2014
Career Major:
Student:
EFC:
Total Hours:
Dependant (D) or Independent (I)
Wks:
FT
or
HT
Enter D or I
Verification: Yes
No
12345
Date Completed:
2013-2014 Budget: Standard Cost of Attendance
Tuition:
Notes:
Books and Supplies:
10 month: $17,037 (I) $8,037 (D)
PN Tri $8,516 (I) $4,021 (D)
Total Cost of Attendance/Budget:
$
2013-2014 Schedule
0
0
1
101 201 301 401 501 601 701 801 901 # #
1101 # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # #
100 200 300 400 500 600 700 800 900 # # # # 1200 # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # #
# # # # # # # # # # # # # # # # # # # # # # # # 4495 # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # # #
13-14 Academic Year Definition:
900 Hours
26 Weeks
Previously Completed in this Career Major:
Hours
Weeks
Left to Complete:
Hours
Weeks
Total Hours:
Scheduled Maximum Award:
Pell Disbursement Periods
/
/
to
/
/
$
Date Pd.
Ck#
$
Date Pd.
Ck#
$
Date Pd.
Ck#
$
Date Pd.
Ck#
Hours in Pymt Per.
/
/
to
/
/
Hours in Pymt Per.
/
/
to
/
/
Hours in Pymt Per.
/
/
to
/
/
Hours in Pymt Per.
Total for the 13-14 school year:
Hours
$
Award Amount
Notes:
1st Payment Period Calculation
SA
x
CM Wks / 26 Wks Acad Yr. =
$
SA
x
CM Hrs
/ 900 Hrs Acad Yr. =
$
Additional Funding Sources
13th Year Scholarship:
2nd Payment Period Calculation
SA
x
CM Wks / 26 Wks Acad Yr. =
$
SA
x
CM Hrs
/ 900 Hrs Acad Yr. =
$
BIA:
Employee Waiver:
OHLAP:
ORO:
OTAG:
Otha Grimes
3rd Payment Period Calculation
SA
x
CM Wks / 26 Wks Acad Yr. =
$
SA
x
CM Hrs
/ 900 Hrs Acad Yr. =
$
Outside Scholarship
SWODA-WIA:
TANF (WF 2000):
VOC-REHAB:
PN - Physician's MP
FINANCIAL AID DISBURSEMENT/
STUDENT COSTS RECORD
2013-2014
Students Name ____________________________________________ Enrollment Status:____
Career Major __________________________________
Payment Period:
Date: ________ Disbursement:__
_____________________
Disbursement Amount:
Hours____________________
$________________________
Student Costs:
Career Major Tuition Due:
$________________________
Books/Supplies/Class Fees:
$________________________
Less Payments Made:
$________________________
TOTAL COSTS:
$________________________
REMAINING STUDENT OBLIGATION:
$_______________
BALANCE PAYABLE TO STUDENT:
$_______________
BALANCE DUE TO WTC:
$_______________
I agree that the above cost information is true and correct. Furthermore, I assign the
amounts itemized above for my career major to Western Technology Center from my Pell Grant.
I accept the balance as a cash disbursement to be used for other educational cost not listed here.
I FURTHER UNDERSTAND THAT IF I DROP BEFORE COMPLETING MY
CAREER MAJOR I MAY OWE MONEY TO THE U.S. DEPARTMENT OF
EDUCATION AND/OR WESTERN TECHNOLOGY CENTER. I ALSO UNDERSTAND
THAT IF I DO NOT MAINTAIN 90% ATTENDANCE, MAKE A GRADE OF “C” OR
ABOVE AND PROGRESS AT A RATE THAT WILL ALLOW ME TO COMPLETE MY
CAREER MAJOR WITHIN THE MAXIMUM TIME FRAME I MAY NOT QUALIFY
FOR MY DISBURSEMENT.
_____________________________________________
___________________
Student’s Signature
Date
Receipt # ________ Cash Balance Check # _________ Issued By _________ Date __________
WESTERN TECHNOLOGY CENTER
Release & Understanding Form
NAME:_______________________________________PROGRAM:___________________________
I authorize Western Technology Center, or its authorized agent, to release information or records (e.g.
attendance, satisfactory progress, transcript, student statement of account) to any state, tribal, federal or other
sponsoring agencies.
___________________________________________________________________________________
Student Signature
Date
I authorize Western Technology Center to deduct my tuition, fees, and any expenses related to my program
from any monies I receive from scholarship, federal funds, state funds, etc. before I receive any funds.
___________________________________________________________________________________
Student Signature
Date
I understand I must maintain satisfactory academic progress to remain eligible for federal money.
Satisfactory progress means (1)maintaining a C average, (2)progressing at a pace which will allow for on-time
completion of the career major curriculum in the stated hours allowed for the career major, and (3)attending
90% of the clock hours in my approved, designated career major. If I am issued a warning for grade, attendance
or pace of progression reasons and do not reestablish eligibility, I may be responsible for paying my tuition cost
and risk losing financial aid. I understand that I have a maximum time frame of 110% of the clock hours to
complete my career major. SAP policy is available on the web-site for further examination.
___________________________________________________________________________________
Student Signature
Date
I understand if I withdraw from school ahead of schedule I will be responsible for any unpaid tuition and any
funds that I owe or that have to be returned to the U.S. Department of Education on my behalf as a result of the
Return to Title IV calculation worksheet.
___________________________________________________________________________________ .
Student Signature
Date
It is the policy of Western Technology Center to provide equal opportunities without regard to race, creed, color, national origin,
sex/gender, age, qualified handicap or disabled or veteran status in its education programs and activities. This includes, but is not
limited to, admission, educational services, financial aid, and employment.
Gordon Cooper Technology Center
One John C. Bruton Blvd.
Shawnee, OK 74804
(405) 273-7493
FINANCIAL AID EVALUATION SHEET
AWARD YEAR: 2014-2015
STUDENT: ___________________________________________SS#______________
CAREER MAJOR: ____________________________________ HOURS: ________
STATUS: ________________________ ORIG ENTRY DATE: _________________
1415 ENTRY DATE: __________________ EXP COMPLETION: _____________
PAST AID:
______________________________________________________________________________
______________________________________________________________________________
____________________________________________________________
IN DEFAULT? __________
OWES GRANT AID? __________
________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________
Total
Disbursement Dates
Pell Grant
OTAG
FWS
Other Aid
Total Aid
Start Date
End Date
Hours
PP1
PP2
PP3
PP4
Gordon Cooper Technology Center
One John C Bruton Blvd.
Shawnee, OK 74851
405-273-7493
2014-2015
EFC:
STUDENT:
PROGRAM
:
VERIFICATION
CODE:
DATE
E:
COST OF ATTENDANCE:
In District/Without Dependent/With Parents
In District/All Others
In District/With Child Care
Out of District/Without Dependent/With Parents
Out of District/All Others
Out of District/With Child Care
Academic Year:
X
TUITION & FEES
9 MO COL
BOOKS
TOTAL
$1600
$1600
$1600
$7351
$15578
$16578
$700
$700
$700
$9651
$17878
$18878
$3200
$3200
$3200
$7351
$15578
$16578
$700
$700
$11251
$19478
$20478
Scheduled Award:
SA
=
26 Weeks
Payment Periods
to
to
SA
Wks X
900 Hours
to
$700
900 Clock Hours, 26 Weeks
Hours Expected:
Hrs
STATUS:
Total
hours
hours
hours
$
$
$
To GCTC
To Student
($
)T
($
)F
($
)B/T
($
)U
($
)T
($
)F
($
)B/T
($
)U
($
)T
($
)F
($
)B/T
($
)U
($
)
($
)
($
)
=
Financial Aid Progress Sheet
Student’s Name: ___________________________________________________________
Career Major:
___________________________________________________________
As of ____________ (which is the end of this student’s Pell payment period), is this student:
1) Making a cumulative grade of “C” or above?
_____Yes _____No
2) Progressing at a pace which will ensure the student completes with 150% of the
normal timeframe (by _______________________)?
_____Yes _____No
3) Has this student completed all the curriculum associated with the hours completed
(______ clock hours)?
_____ Yes _____ No
*
*
*
Instructors:
*
*
*
*
*
*
*
*
*
*
Please check Yes or No for both questions, sign & date below. Return to Lynell Armstrong.
______________________________
__________
Instructor’s Signature
Date
DO NOT GIVE THIS FORM TO STUDENT