2014 FSA Asssements Hands On Session, Fall Conference, Atlanta, GA

Navigate the FSA Assessments

Step Action Guidance1 Go to: www.ifap.ed.gov. Scroll down and click on Tools For Schools and click on

FSA Assessments.

2 In the first paragraph, click on the link to FSA Assessments Chart. If a pop up box displays, select Open.

This chart includes useful information to help you determine the assessments you may want to consider completing. The chart explains different scenarios and recommends related assessments to complete.

To close this window, select the at the top right hand corner of the document. Select the back button to return to the Main page of the FSA Assessments.

FSA Assessments Chart

3 Under the Students Section, click on Student Eligibility. How many activities are listed under the Activity bar?

4 Select back button and click on Satisfactory Academic Progress In the Regulatory Link(s) column, click on 668.34.

The assessments contain hyperlinks to the latest version of the regulations related to the topic. You can even search for earlier versions.

Select back button and under the additional links, select the Program Integrity Questions & Answers – Satisfactory Academic Progress

The Program Integrity Questions & Answers contains useful information and clarification about SAP requirements.

Satisfactory Academic Progress

34 CFR 668.34

Program Integrity Questions & Answers - Satisfactory Academic Progress

5 Select the back button twice and click on the link Verification. How many activities are listed under the Activity bar?

Verification

6 From the Activity Bar select Verification Activity 3: File Review. If a pop up box displays, select Open.

How many Verification groups are listed in 2014-2015?

To close this window, select the at the top right hand corner of the document. Select the back button to return to the Verification Assessment.

Verification Activity 3: File Review

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2014 FSA Asssements Hands On Session, Fall Conference, Atlanta, GA

Navigate the FSA Assessments

Step Action Guidance7 At the top of the Main Page of the Verification Assessment, click on the link to the

Action Plan.

Click on the Download a blank Action Plan link. If a pop up box displays, select Open.

The Action Plan is an important part of the FSA Assessment process. When you complete an assessment and find areas that need improvement, use the Action Plan to develop, implement, and follow through on a plan of Action to fix any issues identified. This word document can be saved to your own computer and can be forwarded to others on your campus directly involved in your Action Plan. You can also use an Action Plan template you develop on your own. The key is you should always develop a Plan to fix any issues identified as needing improvement.

To close this window, select the at the top right hand corner of the document. Select the back button to return to the Main page of the FSA Assessments.

8 Under the Schools Section, click on A Guide to Creating a Policies and Procedures Manual.

How many sections are in the Guide to Creating A Policies & Procedures Manual and how many appendices are included?

A Guide to Creating a Policies and Procedures Manual

9 From the top of the page, click on Policies & Procedures Activities At A Glance. If a pop up box displays, select Open.

This document outlines all required Policies & Procedures, provides a link to the regulation where the requirement is located, and provides a link to the section of the guide that can be used to develop or enhance the policy or procedure.

Policies and Procedures Activities At-A-Glance

10Click on the on the upper right hand corner of the screen to close this document. You should now be at the A Guide To Creating a Policies and Procedures Manual Main page. Note: If closing this document does not take you to the Main Page return to the Main Page of this section. From the left hand column, select Introduction & Section 1. If a pop up box displays, select Open.

Scroll down and review this section of the Guide. The guide contains a Table of Contents, helpful hints, suggested icons that can be used to develop your own guide, good practices, and indicates all areas where policies & procedures are required. The Guide also contains hyperlinks to the regulations and other helpful resources. The guide includes a template that can be used to develop your policies & procedures from scratch or enhance what you have already developed.

Introduction and Section 1

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2014 FSA Asssements Hands On Session, Fall Conference, Atlanta, GA

Navigate the FSA Assessments

Step Action Guidance11 On the first page of this document, what recommended areas are suggested to

begin developing Policies & Procedures?

How many sections are contained in this section of the Guide?

Which section contains the requirements for SAP?

Scroll down to page 17 and review the information about an academic year.

Does your school have written definitions of the academic year applicable to every Title IV-eligible program?

Scroll down to page 18 and review the information about Conflicting Data.

How does your office find out about information from other offices that could impact a student’s Title IV eligibility?

To close this window, select the at the top right hand corner of the document. You should now be at the A Guide To Creating a Policies and Procedures Manual Main page

Introduction and Section 1

12 Select Section 3 from the left hand column. If a pop up box displays, select Open.

In this section, how many parts are included?

Which part contains the requirements for Verification?

To close this window, select the at the top right hand corner of the document. You should now be at the A Guide To Creating a Policies and Procedures Manual Main page.

Section 3

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2014 FSA Asssements Hands On Session, Fall Conference, Atlanta, GA

Navigate the FSA Assessments

Step Action Guidance13 Click the back button to return to the FSA Assessment Home page. Under the

Schools section, select Consumer Information.

In the second paragraph, click on the link: Consumer Information Disclosures At-A-Glance. If a pop up box displays, select Open.

Review pages 1 through 25 for general non loan related disclosure requirements.

Review pages 26-31 for the loan related disclosure requirements.

To close this window, select the at the top right hand corner of the document. Return to the Main Page of the Consumer Information Assessment.

Consumer Information

Consumer Information Disclosures at a Glance

14 Select Consumer Information Activity 5: Clery/Campus Security Act. If a pop up box displays, select Open.

Review the Campus Security requirements. Note the new provisions regarding the Violence Against Women Act (VAWA). The statute requires institutions to include this new information in the Annual Security Report (ASR) beginning with the ASR that must be provided to students, employees, and prospective students and employees by October 1, 2014. The new VAWA regulations will be effective on July 1, 2015.

To close this window, select the at the top right hand corner of the document. Return to the Main Page of the Consumer Information Assessment.

Consumer Information Activity 5: Clery/Campus Security Act

15 Click the back button to return to the FSA Assessment Home page. Under the Schools section, select Default Prevention & Management.

Select Default Prevention & Management Activity 1: Early/Late State Delinquency. If a pop up box displays, select Open.

Use this activity to assist your school with Early/Late State Delinquency efforts for borrowers who attended the school

To close this window, select the at the top right hand corner of the document. Return to the Main Page of the Default Prevention & Management Assessment..

Default Prevention & Management

Default Prevention & Management Activity 1: Early/Late Stage Delinquency

16 Click the back button to return to the FSA Assessment Home page. Under the Schools section, select Direct Loans.

What Activity would you use to help with the Direct Loan Quality Assurance Component?

Direct Loans

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2014 FSA Asssements Hands On Session, Fall Conference, Atlanta, GA

Navigate the FSA Assessments

Step Action Guidance17 Select Direct Loan Activity 2: Direct Loan Quality Assurance. If a pop up box

displays, select Open. A Direct Loan school is required to implement a quality assurance system

within their financial aid office operations. Use this Activity to assist you with this requirement.

What regulation contains the requirement for the quality assurance component for Direct Loans?

To close this window, select the at the top right hand corner of the document. You should now be at the Direct Loan Main Page.

Direct Loan Activity 2: Direct Loan Quality Assurance

18 Click the back button to return to the FSA Assessment Home page. Under the Schools section, select Fiscal Management.

Select Federal Pell Grant Monthly Reconciliation Worksheet. If a pop up box displays, select Open.

Who in your office would coordinate the information on this worksheet?

To close this window, select the at the top right hand corner of the document. You should now be at the Fiscal Management Main Page.

Fiscal Management

Federal Pell Grant Monthly Reconciliation

19 Select Fiscal Management Activity 6: Campus-Based Programs Administrative Cost Allowance. If a pop up box displays, select Open.

Your school can use this activity to help calculate the Administrative Cost Allowance (ACA) for Campus-Based Programs.

Can your school take the total allowance from only one program provided there are sufficient funds in that program?

To close this window, select the at the top right hand corner of the document. You should now be at the Fiscal Management Main Page.

Fiscal Management Activity 6: Campus- Based Programs Administrative Cost Allowance

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2014 FSA Asssements Hands On Session, Fall Conference, Atlanta, GA

Navigate the FSA Assessments

Step Action Guidance20 Click the back button to return to the FSA Assessment Home page. Under the

Schools section, select Institutional Eligibility.

If your school would like to ensure that all additional locations and non-degree programs are approved by the Department, what activity could be used to assist with this process?

Institutional Eligibility

21 Select Institutional Eligibility Activity 4: Additional Locations & Non-Degree Programs. If a pop up box displays, select Open.

If, during your review of this activity, you find additional locations or Non-Degree Programs that need to be reported to your School Participation Team, how do you report this?

To close this window, select the at the top right hand corner of the document. You should now be at the Institutional Eligibility Main Page.

Institutional Eligibility Activity 4: Additional Locations & Non-Degree Programs

22 Click the back button to return to the FSA Assessment Home page. Under the Schools section, select Return of Title IV funds.

Which regulations apply to the Post-Withdrawal disbursement of Title IV funds? Note: when clicking on a regulatory link, remember to click the back button to return to the Main Page.

Return of Title IV Funds

23 Select R2T4 Activity 3: Understanding an R2T4 Calculation. If a pop up box displays, select Open.

This activity has been designed to help schools easily reference information to assist with understanding an R2T4 calculation. Learn how to calculate an R2T4 refund by clicking on the links in the following categories: R2T4 definitions, RT24 Credit Hour Worksheet, R2T4 Clock Hour Worksheet, R2T4 Modular example. You may spend time reviewing this activity depending upon the type of school you represent.

To close this window, select the at the top right hand corner of the document. You should now be at the Return of Title IV Funds Main Page.

R2T4 Activity 3: Understanding an R2T4 Calculation

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2014 FSA Asssements Hands On Session, Fall Conference, Atlanta, GA

Navigate the FSA Assessments

Step Action Guidance24 Click the back button to return to the FSA Assessment Home page. Under the

Campus-based Programs section, select FSEOG.

Which regulation would you click on to find the requirements for calculating the Administrative Cost Allowance?

FSEOG

25 Select FSEOG Activity 2: Campus-Based Programs Administrative Cost Allowance. If a pop up box displays, select Open.

This activity has been designed to help schools understand how to calculate the Administrative Cost Allowance for the Campus-Based Programs. You will find the same Activity in some of the other Campus-Based Programs Assessments. You may spend time reviewing this activity depending upon whether your school partcipates in the Campus-Based Programs.

To close this window, select the at the top right hand corner of the document. You should now be at the FSEOG Main Page.

FSEOG Activity 2: Campus-Based Programs Administrative Cost Allowance

26 Click the back button to return to the FSA Assessment Home page. Under the Campus-based Programs section, select FWS.

How many activities are found in this assessment?

FWS

27 Select FWS Activity 3: FWS Payroll Records and FISAP check-up. If a pop up box displays, select Open.

This activity can assist your school with understanding the payroll records that must be kept for each FWS recipient. It can also help your school prepare to complete the FWS portion of the FISAP. You may spend time reviewing this activity depending upon whether your school partcipates in the Campus-Based Programs.

To close this window, select the at the top right hand corner of the document. You should now be at the FWS Main Page.

FWS Activity 3: FWS Payroll Records and FISAP check-up

Navigate the FSA Assessments

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2014 FSA Asssements Hands On Session, Fall Conference, Atlanta, GA

Step Action Guidance28 Now that you are familiar with the FSA Assessments, we encourage you to

use the remaining time to review areas that are of interest to you.

29 We recommend you consider reviewing the attached four scenarios that will help you use the FSA Assessments to resolve compliance issues related to Conflicting Data, Consumer Information, and R2T4.

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2014 FSA Asssements Hands On Session, Fall Conference, Atlanta, GA

Navigate the FSA Assessments – Scenario1

Questions to consider:

1. What Assessments or activities can the school use to help address this issue?

2. What are the Title IV regulations related to this issue?

3. Where would you find the Program Integrity link and which section of the Program Integrity link would be helpful to review?

4. What section of A Guide to Creating a Policies & Procedures Manual does this issue relate to?

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2014 FSA Asssements Hands On Session, Fall Conference, Atlanta, GA

Navigate the FSA Assessments – Scenario 2

Questions to consider:

1. What Assessments or activities can the school use to help address this issue?

2. What are the Title IV regulations related to this issue?

3. What section of A Guide to Creating a Policies & Procedures Manual does this issue relate to?

4. What At-A-Glance document would be helpful to review?

5. What section of the FSA Handbook would be helpful?

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2014 FSA Asssements Hands On Session, Fall Conference, Atlanta, GA

Navigate the FSA Assessments – Scenario 3

Questions to consider:

1. What Assessments or activities can the school use to help address this issue?

2. What is the web address for the Handbook for Campus Crime reporting?

3. What section of A Guide to Creating a Policies & Procedures Manual does this issue relate to?

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2014 FSA Asssements Hands On Session, Fall Conference, Atlanta, GA

Navigate the FSA Assessments – Scenario 4

Questions to consider:

1. What Assessments or activities can the school use to help address this issue?

2. What section of the FSA Handbook would be helpful?

3. What are the Title IV regulations related to this issue?

4. Where would you find the Program Integrity link and which section of the Program Integrity link would be helpful to review?

5. What section of A Guide to Creating a Policies & Procedures Manual does this issue relate to?

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2014 FSA Asssements Hands On Session, Fall Conference, Atlanta, GA

Appendix A – Answer Key

Step Answer3 3 activities5 3 activities6 There are 6 verification groups in 2014-2015. However, the V2 verification group is

reserved8 There are 9 sections and 3 appendices11 The recommended areas are SAP, Admissions, Refunds, R2T4, Consumer

Information, Verification, Perkins Selection & Awarding of Students, FWS Selection & Awarding of Students, FSEOG Selection & Awarding of Students

There are 6 sections in Section 1 of the Guide

The SAP requirements are found in Section 1.312 There are 10 parts in Section 2 of the Guide

Section 3.5 contains the requirements for Verification16 Direct Loan Activity 2 can be used to help with the Direct Loan Quality Assurance

component17 The regulatory citation for the quality assurance component for Direct Loans is 34

CFR 685.300(b)(9)19 Yes, a school can take the total allowance from only one program provided there

are sufficient funds in that program20 Institutional Eligibility Activity 4 can help with the process for reporting additional

locations and non-degree programs to the Department21 A school reported additional locations or non-degree programs to the School

Participation Team by updating the E-App22 The Post-Withdrawal requirements are found in 34 CFR 668.22 and 34 CFR

668.164(g)24 The requirements for calculating the Administrative Cost Allowance are found in 34

CFR 673.726 There are 5 activities in the FWS Assessment

Scenario 1 answers:

1. The Verification Assessment (Activities 1 and 2) and A Guide to Creating a Policies & Procedures Manual, Section 1.4 can help a school address this issue

2. The Title IV regulations related to this issue are 34 CFR 668.54(a)(2)3. There is a link to the Program Integrity questions in the Verification Assessment. The

specific section is titled “Verification.”4. The issue relates to Section 1.4 of A Guide to Creating a Policies & Procedures Manual

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Appendix A – Answer Key (Continued)

Scenario 2 answers:

1. Consumer Information Activity 2 can help a school address this issue2. The Title IV regulations related to this issue are found in 34 CFR 86.100 through 34 CFR

86.1033. The Consumer Information Section 3.4 of A Guide to Creating a Policies & Procedures

Manual is related to this issue4. The Consumer Information Disclosures At A Glance document would be helpful to review5. The 2014-2015 FSA Handbook, School Eligibility & Operations, Chapter 8 would be helpful

to review

Scenario 3 answers:

1. The Consumer Information Disclosures At A Glance and Consumer Information Activity 5 can help a school address this issue

2. The web address for the Handbook for Campus Crime reporting is: http://www2.ed.gov/admins/lead/safety/campus.html

3. The Consumer Information Section 3.4 of A Guide to Creating a Policies & Procedures Manual is the section this issue is related to

Scenario 4 answers:

1. Section 3 of A Guide to Creating a Policies & Procedures Manual and R2T4 Activity 3 and help a school address this issue

2. The 2014-2015 FSA Handbook, Withdrawals and Return of Title IV funds, Chapter 1 is a helpful resource for this issue

3. The Title IV regulations related to this issue are 34 CFR 668.22(b)4. The Program Integrity Link for R2T4 is found in the R2T4 assessment. The link will take a

user to the Return of Title IV funds section5. Section 3.2 of A Guide to Creating a Policies & ProceduresL Manual is the section this

issue is related to

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