implementing bog waivers as exemptions bob hughes applications support manager north orange county...
TRANSCRIPT
![Page 1: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/1.jpg)
Implementing BOG Waivers as Exemptions
Bob HughesApplications Support
ManagerNorth Orange County CCD
![Page 2: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/2.jpg)
About the Presenter
• Higher Education Experience – 17 years• Whittier College • Cal Poly Pomona• North Orange County Community College District
• Fullerton College, Cypress College, School of Cont. Ed.
• Banner Experience – 14 years• Programming for Financial Aid (Whittier,
Cal Poly Pomona) – 10 years• MBA CSU Fullerton
![Page 3: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/3.jpg)
About NOCCCD
North Orange County Community College District Enrollment (Fall 2010 headcount)• Fullerton College (22,354)• Cypress College (15,963)• SCE (16,613)
• 2009-10 BOG Waivers: 20,292
![Page 4: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/4.jpg)
What you will learn today
• How NOCCCD used to award BOG Waivers (as an award)
• How we do it now (as an exemption)• Why we made the change• Step through the setup process• Lessons learned
![Page 5: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/5.jpg)
A Brief History
• Banner was implemented in 2001• Pre-2005: BOG waivers were processed
manually. Award posted manually on RPAAWRD when completed paper app received.
• Spring 2005 – on-line application developed• Spring 2006 – e-signature, batch posting
awards, requirements• See our presentation –
http://www.3cbg.org/conferences/2006/
![Page 6: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/6.jpg)
The Old Way
Student completes on-line BOG application
Data is posted to ROAUSDF; eligibility is
determined
Batch posting process (RORBPST) run twice daily, posts awards,
requirements
Nightly disbursement runs, pays enrollment
fees
Nightly process adjusts parking fee
Run Reconciliation Reports
![Page 7: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/7.jpg)
Online App (1)
![Page 8: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/8.jpg)
Online App (2)
![Page 9: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/9.jpg)
Online App (3)
![Page 10: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/10.jpg)
Online App (4)
![Page 11: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/11.jpg)
Online App (5)
![Page 12: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/12.jpg)
Data stored in ROAUSDF
![Page 13: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/13.jpg)
Batch post of Award, Docs
![Page 14: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/14.jpg)
Population Selection
![Page 15: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/15.jpg)
Fund Code Setup
![Page 16: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/16.jpg)
Award Screen
![Page 17: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/17.jpg)
Problems with awards
• Fees not waived (offset) until disbursement occurs• Student pays “to be safe”, triggering large
number of refunds• Student doesn’t pay (expecting BOG),
resulting in large unpaid A/R balances• Student sees a BOG “award”, expects
refund• Phone calls to Financial Aid• Tedious Reconciliation
![Page 18: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/18.jpg)
Need to improve collections
2010
2008
$550,000 $600,000 $650,000 $700,000 $750,000
Receivables
Receivables
19% increase in 2 years
![Page 19: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/19.jpg)
The New Way
Student completes on-line BOG application
Data is posted to ROAUSDF; eligibility is
determined
Trigger inserts data into SVASFND
Payment Process (SVASFND) is triggered; any future registration fees immediately offset
Nightly process adjusts parking fee
Future plan – use a partial exemption to offset parking; eliminate the nightly adjustment
![Page 20: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/20.jpg)
NOCCD Gavilan
Thank you to • Dave Phillips• Nick Yray
CCCConfer Session Archive Available: 4/15/10 “BOG waivers as Exemptions with Gavilan College”
![Page 21: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/21.jpg)
Setup Steps
• District Division Code Validation (GTVDICD)• College Code Validation (STVCOLL)• BOG Waiver Year Validation (SVVBGYR)• BOG Waiver Terms Definition (SVABTRM)• Exemption Authorization (TSAEXPT)• Fund Management (RFRMGMT)• BOGW Eligibility Type Validation
(SVVELIG)• BOGW Payment Options Maintenance
(SVAPYMT)
![Page 22: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/22.jpg)
Setup Steps (Cont.)
• BOG Income by Household Size (SVAINCR)
• BOG Waiver Required Documentation (SVAREQD)
• Residence Code Validation (STVRESD)• BOG Waiver Marital Status (SVVBMTL)• Term Control Form (SOATERM)
![Page 23: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/23.jpg)
![Page 24: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/24.jpg)
GTVDICD
![Page 25: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/25.jpg)
STVCOLL
![Page 26: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/26.jpg)
SVVBGYR
![Page 27: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/27.jpg)
SVABTRM
![Page 28: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/28.jpg)
TSAEXPT
![Page 29: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/29.jpg)
TSAEXPT (Cont.)
![Page 30: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/30.jpg)
TSAEXPT (Cont.)
![Page 31: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/31.jpg)
RFRMGMT
![Page 32: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/32.jpg)
RFRMGMT (Cont.)
![Page 33: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/33.jpg)
RFRMGMT (Cont.)
![Page 34: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/34.jpg)
SVVELIG
![Page 35: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/35.jpg)
SVAPYMT
![Page 36: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/36.jpg)
SVAPYMT (Cont.)
![Page 37: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/37.jpg)
SVAPYMT (Cont.)
![Page 38: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/38.jpg)
SVAINCR
![Page 39: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/39.jpg)
SVAREQD
![Page 40: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/40.jpg)
STVRESD
AB 131
![Page 41: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/41.jpg)
SVVBMTL
![Page 42: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/42.jpg)
SOATERM
![Page 43: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/43.jpg)
Setup is Done!
Before you go live:• Differences between BOG A, B, C• Which ones require documentation?• How will you notify re: documentation
req’d?• Parent signature for BOG B Dependent?• Retroactive BOG Waivers• Reversing BOG waivers
![Page 44: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/44.jpg)
The BOGW Funding Form
![Page 45: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/45.jpg)
The Result!
![Page 46: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/46.jpg)
Populating SVASFND
• Manually (BOG A, BOG B)• Via SVPISIR (BOG B-ISIR, BOG C) –
Batch ISIR Process C3SC• Use a population selection identifying
all recently loaded ISIR records
• Manual is out of the question for us – we created an “on-insert” trigger on ROBUSDF
![Page 47: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/47.jpg)
![Page 48: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/48.jpg)
After Insert – Payment Process
• The BOG W payment process can either be called on a single student (via the options drop-down on SVASFND) or in Batch (via SVPPYMT)
• sv_state_aid_appl_bp.p_bogw_payment_process is the name of the API
• We automatically call this after each insert for BOG W eligible students
![Page 49: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/49.jpg)
Documentation Req’d
![Page 50: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/50.jpg)
Documentation Req’d
• Discovered defect – documentation check box does not prevent payment
• We added logic in our trigger to bypass the payment process if documentation is required
• Also bypass BOG B for dependent students (even though BOG B is ‘unchecked’ on SVAREQD)
![Page 51: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/51.jpg)
Lessons Learned #1
• BOG W awarded after fees assessed or student becomes ineligible• Apply Credits manually via TSASPAY
• Who has access? Typically a Bursar’s form
• Financial aid staff used to running ROAIMMP
• Run TSRCBIL (Student Billing Statement) in APPLY/CRED mode
• We added TSRCBIL to the nightly jobs
![Page 52: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/52.jpg)
TSASPAY
![Page 53: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/53.jpg)
Lessons Learned #2
• Information Change on Application• Past practice was to delete the
ROAUSDF record and have the student re-apply
• This leaves inaccurate information in SVASFND
• We developed another trigger to remove the SVASFND record when the ROAUSDF record is removed (as long as BOG was not paid)
![Page 54: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/54.jpg)
Lessons Learned #3
• Documentation Required – no linkage to RRAAREQ
• Created Argos report “BOG Docs Required”; staff create targeted announcements and e-mails (via Luminis) informing students of requirements
![Page 55: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/55.jpg)
Lessons Learned #4
Reversing Exemptions• Old process – cancel award,
ROAIMMP to back out disbursement• New process
• Eligibility override – “Not Eligible” on SVASFND
• Cancel award on RPAAWRD• Enter a ‘D’ next to student’s
exemption on TSAEXPP• Enter TSASPAY to immediately
reverse offsetsWork closely with Bursars for TSAEXPP updates
![Page 56: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/56.jpg)
TSAEXPP
![Page 57: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/57.jpg)
Lessons Learned #5
• Cashiering sessions not closing
• Bursars were unfamiliar with exemptions; we’ve never used them before
• Setting up the Exemptions to auto close & finalize resolved the issue
![Page 58: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/58.jpg)
TTVSRCE
![Page 59: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/59.jpg)
Lessons Learned #6
• Exemptions are included in the Resource amount, reducing need
• Award posted also reduces need• Result – lack of eligibility for other aid
(Pell, loans, etc.)
• We’re still handling this on a case-by-case basis
![Page 60: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/60.jpg)
RPAAWRD
![Page 61: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/61.jpg)
Lessons Learned Summary
1. BOGW awarded after fees assessed2. Information change on application3. Documentation required4. Reversing exemptions5. Cashier sessions not closing6. Exemptions reduce need
![Page 62: Implementing BOG Waivers as Exemptions Bob Hughes Applications Support Manager North Orange County CCD](https://reader037.vdocument.in/reader037/viewer/2022110403/56649e675503460f94b62ab0/html5/thumbnails/62.jpg)
Summary
• How NOCCCD used to award BOG Waivers (as an award)
• How we do it now (as an exemption)• Why we made the change• Step through the setup process• Lessons learned