banner financial aid training-temporary staff

2011

Moraine Park Technical College

Banner Financial Aid Training-

Temporary Staff

COURSE NUMBER (999-XXX)

COURSE LENGTH (90 min.)

PREREQUISITES

CONTENT CONTRIBUTORS

Banner Financial Aid Training-Temporary Staff

Banner Financial Aid Training-Temporary Staff 2011

1

Table of Contents

BANNER PROCESS FLOW ......................................................................................................................................................... 2

COURSE DESCRIPTION ............................................................................................................................................................. 2

LEARNING OBJECTIVES ............................................................................................................................................................ 3

LEARNING PLANS .................................................................................................................................................................... 3

PERFORMANCE ASSESSMENT TASKS .................................................................................................................................... 15

APPENDIX A Financial Aid Vocabulary .................................................................................................................................. 17

APPENDIX B Financial Aid Application Process ..................................................................................................................... 19

APPENDIX C Banner Forms ............................................................................................................................................. 20


2

BANNER PROCESS FLOW This training addresses the steps in the financial aid process flow of tracking (missing information letters) and

preparing the financial aid file for packaging.

Banner Inputs - The employee must have General Person Banner training and have at least query access to

SPAIDEN, SGASTDN, and SFAREGF in order to complete this training. The employee should have basic

working knowledge of the financial aid process.

Banner Outputs - The employee will process financial aid mail, completing the ROAUSDF, RRAAREQ, and

RNANAxx form to prepare student financial aid files for processing.

COURSE DESCRIPTION

This training will prepare the employee to process incoming financial aid documents for student files.

Processing will include entry on RRAAREQ, ROAUSDF, and RNANAxx. The employee will also read

enrollment and program admission status to determine if a financial aid file is ready to move on in the

awarding process.


3

SECURITY ROLE(S) FA Temporary Staff

LEARNING OBJECTIVES

In This Banner Training, You will Learn How To:

Navigate through ROARMAN to RRAAREQ.

Check received documents for accuracy.

Mark documents as received or satisfied on the student‟s checklist on RRAAREQ.

Verify student enrollment status on SFAREGF and view program acceptance on SGASTDN.

Enter appropriate enrollment on ROAUSDF and RNANAxx.

Enter any comments as needed on RHACOMM.

LEARNING PLANS

LEARNING PLAN 1

Recognizing Student File Status on ROARMAN

ROARMAN links to information on SAP, Packaging status, and Documents received. This form allows staff to view

student progress in completing financial aid requirements by accessing Tracking documents on RRAAREQ.


4

ROARMAN links to information on SAP, Packaging status, and Documents received.

Reading information from RRAAREQ (or press on the Tracking button on ROARMAN).

Document Status codes:

R-Received

S-Satisfied (processed) FAFSA should always be marked as “S”

W-Waived

C-Cancelled

E-Outstanding Requirement

I-Incomplete (a document has been received but there is a question on it or something missing)

In this example some requirements are Complete and others are still established (Right Hand Box).


5

Students must have all requirements complete before they will move on further in the packaging process. This includes

having a complete Admissions file and an aid eligible program code.


6

LEARNING PLAN 2

Receiving Financial Aid Mail

There are several different types of forms and/or documentation that a student may need to turn in for their

financial aid to be processed. This document is meant to cover the majority of the cases but certainly not all

of them. When a financial aid application (FAFSA) is received, the financial aid staff send out a Missing

Information Letter (also called a Tracking Letter) to request any additional documentation that may be

needed. When students respond to this request, the documents must be recorded in Banner.

When mail is received do the following first:

-Visually look over the form to make sure the student has answered all questions.

-Verify that all forms have a signature.

**This includes a parent signature on dependent verification worksheets and a signature on taxes unless

there is a preparer number.

-Date stamp the form.

Then, do the following in Banner:

1-Navigate to ROARMAN

2-Enter the student‟s ID number or search for the student.

3-Click Next Block.


7

4-Click the Tracking button (upper right hand corner)

5-The form called RRAAREQ will appear.

6-Locate the item that the student is turning in.

7-Type an “R” in the status field.


8


9

LEARNING PLAN 3

Processing Financial Aid Mail

There are several different types of forms and/or documentation that a student may need to turn in for their

financial aid to be processed. Processing mail prepares the student’s file to move on in the awarding

process.

1- Check all forms/documents for accuracy and signatures.

-If student information is missing, call student to obtain info.

-If signature is missing, make a photocopy for the file and send original back to student with a note

requesting signature. Returning original is ok as long as we have a current/correct address. Do not

satisfy requirement on RRAAREQ that is missing a signature. Change status to “I” (incomplete)

-Dependent Verification must have parent signature but Independent Verification worksheet does not need

spouse signature

-Remove all staples from documents

-Put N# on upper left corner on all documents except for the supplemental form.

TAXES---We only want the federal (including amended form if applicable) and W-2‟s.

Shred other forms that may have been turned in.

Tax forms must be signed even if done by a professional tax preparer

If a non-tax filer form is turned in the student may not have a W-2 form.

In this case, waive the W-2 on RRAAREQ

2- Satisfy complete checklist items on RRAAREQ by changing item‟s Status to “S” and changing the item‟s

Status Date to the date the item was turned in (should be date-stamped on the top of each form) Never

change the 'Terms and Conditions‟ leave as E. This will auto update.

(E=established, S= satisfy, W= waived, I= incomplete, R= received)


10

3- Make sure student is in a program----SGASTDN.

Term-needs to be either current or prior

Student type-needs to be C, F, or T (if not one of these, contact admissions)

Program-needs to begin with a 10-, 31-, or 32-

Watch for shared program---not eligible for FA (ex. Program code 10-XXX-X-1)


11

*** If a student is taking a certificate and a program, (see scroll bar). The program beginning with 10, 31, or

32 needs to be listed on top for FA to pay

What programs are eligible for financial aid?

The federal and state regulations require a student to apply to the college and be accepted into an “eligible”

program. At Moraine Park, all Associate Degree programs and most one- and two-year Technical Diploma

programs are considered eligible. If the program is short-term or offers only a certificate upon completion, it

probably is not eligible for financial aid funding. Examples of those programs not eligible for financial aid

are: Certified Nursing Assistant (C.N.A.), Emergency Medical Technician, and other Certificate programs.

Please note: if you are in an aid eligible program and taking the Certified Nursing Assistant (C.N.A.) or

Emergency Medical Technician course, these courses will not be counted in a student‟s credit load for

financial aid.

4-Verify information on Supplemental Form

This information should be checked against a student‟s ISIR:

Name

Bachelor‟s Degree ( mark on file Name label)

If a change needs to be made to the student‟s ISIR, make the change on the paper ISIR and then put the file in

the bin for corrections.

Dependency Status: If the questions about legal guardianship, orphan or ward of the court, homelessness, etc.

are answered “yes” and that is what is making the student independent then we need proof. This is true

even if the student isn‟t picked for verification

5-Enter enrollment information into Banner-SFAREGF, ROAUSDF, RNANAxx.

a. SFAREGF


12

Navigate to SFAREGF or SFRSCHD. Select correct term. Next block.

Glance to see that classes taken are in the student‟s curriculum.

Courses that can never be counted:

531-301 EMT Basic

531-304 EMT Intermediate

543-300 Nursing Assistant

502-361 Nail Tech Classes

502-362

502-363

513-100 Phlebotomy Classes *These 2 classes could be used for electives

513-101

b. ROAUSDF

If all checklist items are complete navigate to ROAUSDF. Next block. According to student‟s expected

enrollment status, fill in #14,15,16 with either F, T, H, L, or N and use CAPS. (#14, 15, 16 comes from the

student‟s actual enrollment or if they‟re not enrolled yet, the supplemental form.)

Full time=12 Credits or More

3/4 time=9 to 11 Credits

Half time=6 to 8 Credits

Less than half time= 1 to 5 Credits


13

c. RNANAXX (where XX is the last two digits of the aid year)

Navigate to RNANAXX. Next Block. Choose Plans and Educational Background-tab #2

In the box “Expected Enrollment Status” fill in Fall and Spring (located on the second tab-Plans and

Educational Background), based on the supplemental form or from their enrollment. If student is not

attending a term, select “Not attending”. Do not fill in the summer unless the student is in Barber/Cosmo or

Electricity.

*Never use Full Year or the top Summer box


14

6- Fill out file label

Mark the file label with an “R” on the setup line. Put your initials on this line.

Complete_______________Previous File Y N

Validate________________

Setup_________________

SAP__________________ A/L Sent______________

7-Route the file

Completed files (all checklist items satisfied) go to the SAP process. If last year‟s documents haven‟t

been combined in this years‟ file already, do it at this point.

If a correction needs to be made to the ISIR, the file should go into the correction bin with a note on the

ISIR for the change.

If there are still outstanding documents the file should go back into the Incomplete drawer.

8- If comments are needed put on RHACOMM


15

Examples of reasons for comments: incomplete documents, phone call communications to the

student, notation on courses not eligible for financial aid, etc. Comments must be factual and

brief-no commentary!

Navigate to RHACOMM. Enter student ID. Next block. View any comments regarding communications with

the student, packaging changes, etc. Please note the Aid Year for the comment. Although there should be

nothing that should not be shared written in RHACOMM, please do not read comments verbatim to the

student. Close RHACOMM.

PERFORMANCE ASSESSMENT TASKS

Instructions Imagine you have received financial aid documents that have been mailed from another campus.

Process these documents accordingly. You must complete each task correctly to pass the assessment.

Scenario

1. You have received a Supplemental Form, Verification Worksheet, Student Taxes, and W2s stamped

with today‟s date. Mark them as received on RRAAREQ.


16

2. You begin working on another student‟s file to process their financial aid documents. You have

received a Supplemental Form that is complete and signed. Satisfy the document on RRAAREQ. What

is your next step?

3. What enrollment status should the student in the screenshot below have entered on ROAUSDF for

semester 201220?

4. The student in the previous scenario indicated on their Supplemental Form that they would be enrolled

half-time for Spring 2012. Enter the appropriate values on RNAN12.

5. You are processing a student‟s file and you navigate to SGASTDN to verify their accepted program

status. The student is enrolled in Basic Industrial Maintenance Certificate (97-462-1). Is this program

financial aid eligible? Why or why not?

Scoring Guide/Rubric 1. Employee should change the status of the Supplemental Form, Verification Worksheet, Student Taxes,

and W2s to “R” on RRAAREQ. Status Date should be today‟s date.

2. The employee should navigate to SGASTDN to verify that the student is in an aid eligible program.

3. Enrollment status is full-time for Fall 2011. The employee should indicate an “F” on line 14 on

ROAUSDF.

4. The employee should indicate “H” on the drop down for Spring 2012 on RNANA12.


17

5. The program is not aid eligible as certificate programs (97 aid codes) are not financial aid eligible at

Moraine Park.

APPENDIX A Financial Aid Vocabulary

FAFSA: Free Application for Federal Student Aid. The FAFSA should be done on the web; FAFSA.gov. A

paper copy is available if needed; the student would have to request it from FAFSA. If the student says they

were charged for this site; then they went to the .com site instead of the .gov site.

Pin number: They can sign up for this on the pin web site (www.pin.ed.gov) or this will be sent to them when

they fill out the FAFSA on line. This number is their electronic signature for the FAFSA and the MPN.

SAR: STUDENT AID REPORT---- The student will receive a copy by either e-mail, if they indicated that on

FAFSA or it will be mailed.

ISIR: Our version of the SAR

EFC: Expected family contribution. Calculated from the FAFSA. This tells us the type of aid they can

receive. The EFC shows on the SAR and the ISIR. If the EFC is missing then the student didn‟t complete

the FAFSA or there are errors.

Loans: Only eligible at half time or more. Start repaying 6 months after graduation or stop going to school, or

fall below half time.

Subsidized: The government pays the interest while going to school.

Unsubsidized: Student pays the interest while going to school

Loans are disbursed in 2 disbursements if you are going to be enrolled for the entire Academic Year. If you are

only enrolled for 1 semester then loan is disbursed in 1 lump sum. Financial Aid is released approximately

2 weeks after the start of classes, known as the first check run.

If the student has never had a loan then they have a 30 day delay for their 1st loan check.

Entrance Counseling: The student needs to complete this questionnaire on-line. The student can access this at

the MPTC web site. Entrance Counseling explains how the student loan process works.

This process typically takes approximately 30 minutes to complete.

http://www.pin.ed.gov/


18

Master Promissory Note (MPN): The student also needs to complete this on-line at the MPTC web site. The

student is actually signing that they promise to pay the loans back.

Grants: The FAFSA determines if the student can receive a Pell Grant.

A student cannot receive a Pell Grant if they already have a Bachelor„s Degree, no matter what the EFC.

WHEG (Wisconsin Higher Education Grant). This is also determined by the EFC, however these dollars run out

early in the year. The student must also be in a minimum of 6 credits.

Credits: Full time: 12 or more

¾ time: 9-11

half time: 6-8

less than ½ 1-5

Missing Information Letter: This is the letter that prints after we receive the ISIR and we send required

documents along with the letter.

Mail: Putting the incoming mail into the file and then moving the file into the MAIL drawer.

Incomplete: Files waiting for required information.

Verification: Student is selected by the Department of Education to supply taxes and other information to the

school. Financial Aid staff verify FAFSA data.

SAP: Satisfactory Academic Progress. Checks student grades and entire student history to determine student

eligibility for financial aid.

Ready for packaging: The file is ready to have the award letter printed.

Package completed: This is when a file is finished and the award letter/postcard has been sent. The student can

go on-line to view awards and accept/decline.

Revision: Changes made in the student awards or enrollment.

Date of record: Also called the “Census Date”. This date is 14 calendar days from the beginning of the

term. The only time a change (revision) can be made after this date is if the student withdraws at 100% or is

reported as a “no-show”.

MPTC School Code: 005303 The student enters this on the FAFSA so the FAFSA comes to Moraine

Park. The student can enter up to 6 schools on the FAFSA.


19

R2T4 (Return to Title IV): If a student completely withdraws from Moraine Park, we may have to calculate

which funds must be returned to the Department of Education. The student must then repay these funds to

the school.

APPENDIX B Financial Aid Application Process

Financial Aid is available for eligible students in Associates Degree and Technical Diploma programs. Funding

is available in the form of grants, loans, scholarships and work-study programs.

To apply, students need to:

1. Complete the FAFSA application after January 1 for the start of the following school year. Applications

are available online at fafsa.ed.gov. The FAFSA asks for a school code. MPTC's code is 005303.

2. Complete the Financial Aid Supplemental form (and any other requested documents) and return it to

Moraine Park's Student Services Center.

3. Complete the program admissions process (Technical certificates and apprenticeships are not aid-

eligible)

o Applications for financial aid must be made for each academic year.

o The preferred processing deadline is April 15 of the prior year, but applications will still be

accepted after that time. Early applicants will be given first consideration.

o Applicants for financial aid must be enrolled half-time (6 credits) or more to be eligible in most

cases. Students with less than 6 credits may still qualify for Pell Grant.

o Applicants must make satisfactory academic progress for continued aid eligibility. Withdrawals

during refund periods will require comparable refunds to aid programs.

Filing the FAFSA

Documents Needed:

Your Social Security Number. Be sure it is correct!

Your driver's license (if any)

Your prior yearW-2 Forms and other records of money earned

Your (and your spouse´s, if you are married) prior year Federal Income Tax Return.

IRS 1040, 1040A, 1040 EZ

Your Parents´ prior year Federal Income Tax Return (if you are a dependent student)

Your prior year untaxed income records

Veterans noneducation benefit records

Child support received

Worker's compensation

http://fafsa.ed.gov/


20

Your current bank statements

Your current business and investment information

Your alien registration or permanent resident card (if you are not a U.S. citizen)

FAFSA Demo Website:

http://fafsademo.test.ed.gov/index.htm

If prompted for a login/password, use eddemo for the User ID and fafsatest for the password.

Moraine Park‟s school code is 005303

APPENDIX C Banner Forms

Aid Code SSADETL - Degree Program Attributes Tab

Basic Ed Locations SSADETL - Degree Program Attributes Tab

Campus SSASECT

Clinical/Internship/OJT hours SCADETL - Supplemental Data Tab

Comments SSATEXT

Contracted Services Instructor SZACCST

Coordinator SZACCST


21

Corequisites SSADETL - Section Links and Corequisite Tab

Course Number SSASECT

Course Title SSASECT

Credits SSASECT

Dates SSASECT

Enrollment Information SSASECT - Options Menu - Section Enrollment Info

Fees SSADETL - Section Fees Tab

Independent Study Code SSADETL - Degree Program Attributes Tab

Instructor SSASECT - Options Menu - Assigned Instructors

Instructor Mode of Pay SIAASGN

Lecture/Lab Hours SSASECT

(Refer to Banner “Frequently Used Forms” on myMPTC)

Acronyms

INB Internet Native Banner

MPTC Moraine Park Technical College

SSB Self-Service Banner