best practices what forms should a student’s financial aid file contain?
TRANSCRIPT
BEST PRACTICES
What Forms Should a Student’s Financial Aid File Contain?
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 LetterSAP (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 majorCopies (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: SSN: EFC ___________________ Enrollment Status: FT HT-AM HT-PM CY E-1 Date: ________________ PY E-1 Date: ________________ Program: _____________________ Hrs/Wks___________ Hrs/Wks Completed: _________ Hrs/Wks Rem: ________
DOCUMENT
RECD
COMMENTS
ISIR ___ Tran # ___ with original FAFSA ___
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 $________
45-Day Period End Date ___________
R2T4: Student Notice ___ R2T4 Referral to ED: Student ___ ED ___
Miscellaneous
Miscellaneous
Campus: Regular Calendar 2013-2014 Career Major: Total Hours: Wks:
Student: EFC: FT or HT
Verification: Yes Date Completed:
1 2 3 4 5 Tuition: Books and Supplies:
Notes: 10 month: (I) (D)
Total Cost of Attendance/Budget: $
0 1 101 201 301 401 501 601 701 801 901 ## 1101 ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ##
0 100 200 300 400 500 600 700 800 900 ## ## 1200 ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ##
## ## ## ## ## ## ## ## ## ## ## ## 4495 ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ## ##
Hours Weeks
Hours Weeks
Hours Weeks
/ / to / / $
/ / to / / $
/ / to / / $
/ / to / / $
$
Notes:x / = $
x / = $
13th Year Scholarship:
BIA:x / = $ Employee Waiver:
OHLAP:x / = $ ORO:
OTAG:
Otha Grimes
Outside Scholarship x / = $ SWODA-WIA:
TANF (WF 2000):x / = $ VOC-REHAB:
PN - Physician's MPSA CM Hrs 900 Hrs Acad Yr.
900 Hrs Acad Yr.CM Hrs
3rd Payment Period Calculation
2nd Payment Period Calculation
SA
26 Wks Acad Yr.SA
SA
Hours in Pymt Per.
Total for the 13-14 school year: Hours Award Amount
Date Pd. Ck#
SA
CM Wks
CM Wks
900 Hrs Acad Yr.
26 Wks Acad Yr.
CM Hrs
Hours in Pymt Per.
CM Wks
1st Payment Period Calculation
26 Wks Acad Yr.SA
Ck#
Pell Disbursement Periods
Hours in Pymt Per.
Ck#Date Pd.
Hours in Pymt Per.
Additional Funding Sources
Previously Completed in this Career Major:
Dependant (D) or Independent (I)
26
PN Tri $8,516 (I) $4,021 (D)
Enter D or I
$17,037
2013-2014 Budget: Standard Cost of Attendance
Left to Complete:
No
Scheduled Maximum Award:
Date Pd.
13-14 Academic Year Definition:
Total Hours:
900
$8,037
2013-2014 Schedule
Ck#Date Pd.
FINANCIAL AID DISBURSEMENT/ STUDENT COSTS RECORD
2013-2014
Students Name ____________________________________________ Enrollment Status:____ Career Major __________________________________ Date: ________ Disbursement:__ Payment Period: _____________________ Hours____________________ Disbursement Amount: $________________________
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 PP1 PP2 PP3 PP4 Disbursement Dates Pell Grant OTAG FWS Other Aid Total Aid Start Date End Date Hours
Gordon Cooper Technology Center One John C Bruton Blvd.
Shawnee, OK 74851 405-273-7493
2014-2015
STUDENT: EFC: PROGRAM:
VERIFICATION CODE:
DATEE:
STATUS:
COST OF ATTENDANCE: TUITION & FEES 9 MO COL BOOKS TOTAL
In District/Without Dependent/With Parents $1600 $7351 $700 $9651
In District/All Others $1600 $15578 $700 $17878
In District/With Child Care $1600 $16578 $700 $18878
Out of District/Without Dependent/With Parents $3200 $7351 $700 $11251
Out of District/All Others $3200 $15578 $700 $19478
Out of District/With Child Care $3200 $16578 $700 $20478
Academic Year: 900 Clock Hours, 26 Weeks
Hours Expected: Scheduled Award:
Hrs X SA = Wks X SA = 900 Hours 26 Weeks
Payment Periods Total To GCTC To Student
($ )T
($ )F
($ )B/T
to hours $ ($ )U ($ )
($ )T
($ )F
($ )B/T
to hours $ ($ )U ($ )
($ )T
($ )F
($ )B/T
to hours $ ($ )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