self-evaluation guide 2015-16 part 2 section iii federal ... · federal pell grant and iraq and...

Self-evaluation Guide for inStitutional ParticiPation in title iv and other federal ProGramS

the Self-evaluation Guide has been designed as an in-house tool to help institutions evaluate the efficiency and effectiveness of their administration of financial aid programs and compliance with federal laws and regulations.

2015–16 - THIRTY-FIRST EDITION

FEDERAL PELL GRANT AND IRAQ AND AFGHANISTAN

SERVICE GRANT PROGRAMS

PART 2 – Administration of Title IV SECTION III

i

© 2008–2015 by National Association of Student Financial Aid Administrators (NASFAA). All rights reserved. NASFAA has prepared this document for use only by personnel, licensees, and members. The information contained herein is protected by copyright. No part of this document may be reproduced, translated, or transmitted in any form or by any means, electronically or mechanically, without prior written permission from NASFAA. NASFAA SHALL NOT BE LIABLE FOR TECHNICAL OR EDITORIAL ERRORS OR OMISSIONS CONTAINED HEREIN; NOR FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES RESULTING FROM THE FURNISHING, PERFORMANCE, OR USE OF THIS MATERIAL. This publication contains material related to the federal student aid programs under Title IV of the Higher Education Act and/or Title VII or Title VIII of the Public Health Service Act. While we believe that the information contained herein is accurate and factual, this publication has not been reviewed or approved by the U.S. Department of Education, the Department of Health and Human Services, or the Department of the Interior. NASFAA reserves the right to revise this document and/or change product features or specifications without advance notice. December 2015

NASFAA Self-Evaluation Guide Part 2 Section III

This requirement became effective for the 2015–16 award year. Unless otherwise noted, the requirement was effective 7/1/2015.

© 2015 NASFAA Page 1

III. Federal Pell Grant and Iraq and Afghanistan Service Grant Programs Prepared by __________________ Date ______ Reviewed by __________________ Date ______

Note: Periodically, exceptions to or waivers of certain statutory and regulatory requirements are granted due to national emergencies and/or federally declared disasters. Information regarding exceptions/waivers for the 2015–16 award year may be found in the Guide Instructions. Reference Question Responsible

Office Response

I. General Provisions 2015–16 FSA Handbook, p. 3-45

Note: Except as otherwise noted, Iraq and Afghanistan Service Grants (IASGs) are made under the same terms and conditions as Federal Pell Grants.

HEA 420R(d) 668.32 to 40 690.6 690.75 2015–16 FSA Handbook, pp. 1-5, 1-75 to 1-77 GEN-15-09

A. Except for a student with an intellectual disability enrolled in a comprehensive transition and postsecondary program, does the institution award a Federal Pell Grant or IASG to a student after it has determined the student meets all general student and program-specific eligibility criteria?

____________

____________

yes no

668.231 668.233

1. If a student with an intellectual disability is enrolled in a comprehensive transition and postsecondary program, does the institution ensure the student meets only the student eligibility and program-specific requirements applicable to this category of students before awarding a Federal Pell Grant?

____________

____________

yes no n/a

HEA 484(s) 2015–16 FSA Handbook, p. 1-5

Note: The eligibility of a student with an intellectual disability enrolled in a comprehensive transition and postsecondary program is limited to Federal Pell Grant, Federal Supplemental Educational Opportunity Grant (FSEOG), and Federal Work-Study (FWS) funds.

2015–16 FSA Handbook, p. 3-45

2. Does the institution award an IASG if:

The student’s calculated

expected family contribution (EFC) is not in the Pell-eligible range;

____________

____________

yes no

NASFAA Self-Evaluation Guide Part 2 Section III FEDERAL PELL GRANT AND IRAQ AND AFGHANISTAN SERVICE GRANT PROGRAMS



Reference Question Responsible Office

Response

The student’s parent or guardian was a member of the U.S. Armed Forces and died as a result of military service in Iraq or Afghanistan after 9/11/01; and

____________

____________

yes no

At time of the parent’s or

guardian’s death, the student was either under 24 years of age or enrolled at an institution of higher education?

____________

____________

yes no

2015–16 FSA Handbook, pp. AVG-36 to AVG-37, 3-45

a. Does the institution use the Department of Defense (DoD) Match Flag and parent’s date of death from all applicable Institutional Student Information Record (ISIR) transactions to identify any students who may be eligible for an IASG?

____________

____________

yes no

668.2(b), Under-graduate student 668.32(c)(2)(i) 690.6(a),(c),(d) 690.75(a)(2) 2015–16 FSA Handbook, p. 1-75

3. Except as allowed for certain postbaccalaureate students pursuing a teacher certification or license, does the institution ensure Federal Pell Grant and IASG recipients:

Do not have a baccalaureate or

first professional degree; and ____________

____________

yes no

Are enrolled in an eligible

program? ____________

____________

yes no

690.6(b) 2015–16 FSA Handbook, p. 1-75

4. Does the institution determine when a student is considered to have completed his or her first baccalaureate degree?

____________

____________

yes no

690.6(b) a. Does the institution exclude from

this determination any noncredit, remedial, and English as a Second Language (ESL) courses?

____________

____________

yes no n/a





Response

668.2(b), Under-graduate student 2015–16 FSA Handbook, p. 1-75

5. For a student enrolled in a dual degree program that allows individuals to complete a baccalaureate degree and either a graduate or a professional degree within the same program, does the institution consider a student to be an undergraduate for at least the first three years of that program?

____________

____________

yes no n/a

Note: If an institution does not have a

postbaccalaureate teacher certification or licensing program, skip Question 6.

668.32(c)(2)(i)(B) 690.6(c) 2015–16 FSA Handbook, pp. 1-76 to 1-77

6. Does the institution award a Federal Pell Grant or IASG to an otherwise eligible student with a baccalaureate degree who enrolls in a postbaccalaureate teacher certification or licensing program only if the:

Institution does not offer a

baccalaureate degree in education;

____________

____________

yes no

Postbaccalaureate program

does not lead to a graduate degree;

____________

____________

yes no

Student is enrolled only in

coursework for an initial teaching certificate or license required by the state for employment in an elementary or secondary school in that state; and

____________

____________

yes no

Student is enrolled at least half

time? ____________

____________

yes no

690.6(d) 2015–16 FSA Handbook, p. 1-77

a. Does the institution treat such a student as an undergraduate for all Title IV purposes?

____________

____________

yes no





Response

668.32(c)(2)(ii) GEN-14-21 2015–16 FSA Handbook, p. 1-76

B. For Federal Pell Grant and IASG, if the institution enrolls incarcerated students, does it consider as:

Eligible only students who are in a local or county halfway house or home detention or are confined in any sort of facility prior to the imposition of any criminal sentence or juvenile disposition while awaiting trial; and

____________

____________

yes no n/a

Ineligible any students incarcerated

in federal or state penal institutions? ____________

____________

yes no n/a

HEA 401(b)(6) GEN-14-21

1. Does the institution consider a student who is subject to an involuntary civil commitment after completing a period of incarceration for a forcible or nonforcible sexual offense to be ineligible to receive a Federal Pell Grant or IASG?

____________

____________

yes no


C. Does the institution consider a Federal Pell Grant recipient’s EFC to be zero for all Title IV programs if:

The student’s calculated EFC is in

the Pell-eligible range; ____________

____________

yes no

The student’s parent or guardian

was a member of the U.S. Armed Forces and died as a result of military service in Iraq or Afghanistan after 9/11/01; and

____________

____________

yes no

At the time of the parent’s or

guardian’s death, the student was either under 24 years of age or enrolled at an institution of higher education?

____________

____________

yes no

2015–16 FSA Handbook, pp. AVG-36 to AVG-37, 3-45

1. Does the institution use the DoD Match Flag and parent’s date of death from all applicable ISIR transactions to identify any students who may be eligible for this zero EFC aid calculation?

____________

____________

yes no





Response

2015–16 FSA Handbook, pp. AVG-36 to AVG-37

D. Does the institution use the EFC calculated by the Central Processing System (CPS) when awarding all other Title IV aid to an IASG recipient?

____________

____________

yes no

690.61(a)(1) 2015–16 FSA Handbook, pp. 3-43, 3-45

E. Does the institution award and pay a Federal Pell Grant or IASG to all eligible students (including less-than-half-time students) for all eligible periods of enrollment?

____________

____________

yes no

GEN-15-09 1. Does the institution treat a student,

who is enrolled in an eligible career pathway program, as ineligible for a Federal Pell Grant or IASG for a payment period if the only courses the student is enrolled in are courses from the adult education component of the program?

____________

____________

yes no n/a

II. Calculating Awards 2015–16 FSA Handbook, p. 3-45

Note: Except as otherwise noted, IASGs are made under the same terms and conditions as Federal Pell Grants, and disbursements for each payment period are calculated in the same manner as Federal Pell Grants.


A. When calculating the amount of an IASG, does the institution always use a zero EFC?

____________

____________

yes no

668.2(b), Full-time student 2015–16 FSA Handbook, pp. 1-13 to 1-14

B. Does the financial aid office use the same definition of full time for all students enrolled in the same academic program for all Title IV purposes regardless of the full-time academic standard used for other institutional purposes?

____________

____________

yes no

GEN-15-09 1. When determining the enrollment

status of a student enrolled in a eligible career pathway program, does the institution exclude any credit or clock hours associated with the adult education component of the program regardless of whether the institution considers the adult education coursework to be remedial?

____________

____________

yes no n/a





Response

668.2(b), Full-time student 2015–16 FSA Handbook, pp. 1-13 to 1-14

2. If including a repeated course for which a student has received a passing grade in its enrollment status calculation for a student enrolled in a term-based program, does the institution ensure it does not include:

____________

____________

yes no n/a

More than one repetition of the

course to achieve a higher grade; or

Any repetition of the course due

to the student failing other coursework?

668.2(b), Full-time student (3) 690.63(d)(1) 2015–16 FSA Handbook, pp. 3-53 to 3-55

3. If the student’s program contains nonstandard terms that measure progress in credit hours, does the school determine the student’s enrollment status for each nonstandard term according to regulatory requirements?

____________

____________

yes no n/a


4. For nonstandard terms, is the number of credit hours used to define full-time status rounded up to the next whole number if the calculation does not result in a whole number?

____________

____________

yes no n/a


5. If a student is enrolled in a non-correspondence study program, but correspondence coursework is combined with regular coursework, does the institution ensure the correspondence courses meet the following criteria to be included in the student’s enrollment status:

The courses apply toward the

student’s degree or certificate or are remedial work to help the student in his or her course of study;

____________

____________

yes no n/a

The courses are completed

during the period required for the student’s regular coursework (e.g., a term); and

____________

____________

yes no n/a





Response

The amount of correspondence work counted is not more than the number of credit hours of regular coursework in which the student is enrolled?

____________

____________

yes no n/a

GEN-15-09 GEN-15-02

C. Does the institution use the Regular Pell Grant Payment and Disbursement Schedules for determining the Scheduled Award and annual award for all Federal Pell Grant and IASG recipients except for student who:

Are enrolled in an eligible career

pathway program; and ____________

____________

yes no n/a

Were never enrolled in any Title IV

eligible postsecondary program before July 1, 2015?

____________

____________

yes no n/a

GEN-15-09 GEN-15-02

1. Does the institution use the Career Pathway Alternative Pell Grant Payment and Disbursement Schedules for determining the Scheduled Award and annual award for all Federal Pell Grant and IASG recipients who:

Are enrolled in an eligible career

pathway program; and ____________

____________

yes no n/a

First enrolled in any Title IV

eligible postsecondary program on or after July 1, 2015?

____________

____________

yes no n/a

690.62(a) 2. Regardless of whether the institution

must use the Regular or the Career Pathway Alternative Payment and Disbursement Schedules, does the institution use:

690.63(b)(2),(c)(2), (d)(2)

The Payment Schedule for students enrolled full-time and the appropriate Disbursement Schedule for students enrolled less than full time in term-based credit-hour programs;

____________

____________

yes no n/a





Response

690.63(e)(1)

The Payment Schedule for all students enrolled in clock-hour or nonterm credit-hour programs;

____________

____________

yes no n/a

690.66(a)(1)

The half-time Disbursement Schedule for students enrolled in the nonresidential component of nonterm correspondence programs; and

____________

____________

yes no n/a

690.66(c)(2)

As appropriate, the half-time or less-than-half-time Disbursement Schedule for students enrolled in the nonresidential component of term-based correspondence programs?

____________

____________

yes no n/a

GEN-15-07 D. When calculating the amount of an

IASG, does the institution reduce the award due to sequestration by:

7.3 percent for awards first

disbursed before 10/1/15; and ____________

____________

yes no

6.8 percent for awards first

disbursed on or after 10/1/15 and before 10/1/16?

____________

____________

yes no

2015–16 FSA Handbook, pp. 3-41, 3-43, 3-45

E. When calculating Federal Pell Grant and IASG awards, does the institution always use a cost of attendance (COA) based on full-time, full academic year attendance?

____________

____________

yes no

GEN-15-09 1. If a student is enrolled in an eligible

career pathway program, does the institution determine the student’s COA based on the full-time, full academic year costs of the Title IV eligible postsecondary program component?

____________

____________

yes no n/a

2015–16 FSA Handbook, pp. 3-34 to 3-36, 3-41

2. For less-than-half-time students, does the Federal Pell Grant or IASG COA include full-time, full academic year costs only for those cost components that are allowable for less-than-half-time enrollment?

____________

____________

yes no





Response


3. For a student attending two or more institutions simultaneously under a consortium agreement, does the institution combine like cost components (such as tuition and fees) from each institution into single amounts and on a full-time, full-year basis?

____________

____________

yes no n/a


4. If a student has a cooperative education program job for only the first term of the award year and the institution prorates the student’s tuition and fees costs for that term over the full academic year, for the remaining payment period(s) does the institution:

____________

____________

yes no n/a

Use the same COA; or Recalculate the student’s tuition

and fees to determine a new COA if its policy is to recalculate the COA for changes in a student’s costs?

2015–16 FSA Handbook, pp. 3-38, 3-41

5. For programs or enrollment periods longer than or shorter than an academic year, does the institution use one of the two allowable methods to prorate the Federal Pell Grant or IASG COA for a full academic year?

____________

____________

yes no n/a


a. If the institution chooses the method to prorate total costs by the lesser of two fractions, does it multiply the total COA by the lesser of the:

____________

____________

yes no n/a

Weeks of instructional time

in the program’s definition of an academic year divided by the weeks of instructional time to which the costs apply; or





Response

Credit or clock hours in the program’s definition of an academic year divided by the number of credit or clock hours to which the costs apply?


b. If the institution chooses the method to prorate academic costs and living expenses separately, are allowable costs associated with:

Credit or clock hours (tuition,

fees, books, supplies, and loan fees) prorated on the basis of the number of hours in the academic year; and

____________

____________

yes no n/a

Instructional time (room,

board, miscellaneous, transportation, disability-related, dependent care, study abroad, and cooperative education expenses) prorated on the basis of the number of weeks of instructional time in the academic year?

____________

____________

yes no n/a

690.63 F. Is the student’s award for all payment

periods within the award year calculated by using the appropriate regulatory formula, based on the structure of the student’s program of study?

____________

____________

yes no

2015–16 FSA Handbook, pp. 3-45, 3-47 to 3-58

1. Does the institution use the same formula for the entire award year (including any summer terms) for all students enrolled in the same program of study?

____________

____________

yes no

690.63(a)(6) Note: If the U.S. Department of

Education (ED) has granted the institution permission to use less than 30 weeks of instructional time in its definition of an academic year, the approved number of weeks is substituted for 30 in Formulas 1 and 3 (below).





Response

Note: If the institution does not use Formula 1, skip Question 2.

690.63(a)(1) 2015–16 FSA Handbook, pp. 3-49, 3-75

2. Does the institution use Formula 1 only if:

The program measures progress in credit hours;

____________

____________

yes no

The program is offered in

semesters, trimesters, or quarters;

____________

____________

yes no

The academic calendar

containing 2 semesters, 2 trimesters, or 3 quarters covers at least 30 weeks of instructional time within the fall through spring time frame;

____________

____________

yes no

Full time is defined as at least 12

credit hours for each term during the award year (including summer terms);

____________

____________

yes no

For programs with terms starting

for different cohorts of students on a periodic basis (e.g., monthly), the students remain with the cohort in which they start unless they withdraw from or skip a term and re-enroll in a subsequent term; and

____________

____________

yes no

Students are not allowed to be

enrolled simultaneously in overlapping terms?

____________

____________

yes no

Note: If the institution does not use Formula

2, skip Question 3.

690.63(a)(2) 2015–16 FSA Handbook, pp. 3-53, 3-76

3. Does the institution use Formula 2 only if:

The program is a standard term credit-hour program;

____________

____________

yes no





Response

Full time is defined as at least 12 credit hours for each term during the award year (including summer terms);

____________

____________

yes no

The terms do not overlap; and ____________

____________

yes no

The academic calendar

containing 2 semesters, 2 trimesters, or 3 quarters covers less than 30 weeks of instructional time within the fall through spring time frame?

____________

____________

yes no

690.63(a)(3) 2015–16 FSA Handbook, pp. 3-53, 3-77

4. Does the institution use Formula 3 for any term-based program that does not qualify for Formula 1 or Formula 2 (e.g., nonstandard term programs)?

____________

____________

yes no n/a

2015–16 FSA Handbook, pp. 3-72, 3-80

a. If the institution offers a term-based correspondence program, does it use Formula 3 for the residential component of that program?

____________

____________

yes no n/a

690.63(a)(4) 2015–16 FSA Handbook, pp. 3-56, 3-78

5. Does the institution use Formula 4 for all clock-hour and nonterm credit-hour programs?

____________

____________

yes no n/a


a. If the institution offers a nonterm correspondence program, does it use Formula 4 for the residential component of that program?

____________

____________

yes no n/a

690.63(a)(5) 690.66(a) 2015–16 FSA Handbook, pp. 3-73 to 3-74, 3-79

6. Does the institution use Formula 5A for the nonresidential components of nonterm correspondence programs?

____________

____________

yes no n/a

690.63(a)(5) 690.66(c) 2015–16 FSA Handbook, pp. 3-74, 3-80

7. Does the institution use Formula 5B for the nonresidential components of term-based correspondence programs?

____________

____________

yes no n/a





Response

690.63(g)(1) 2015–16 FSA Handbook, p. 3-43

G. Does the institution ensure a student’s total Federal Pell Grant or IASG disbursements for the award year do not exceed the Scheduled Award applicable to that award year?

____________

____________

yes no

690.65(c) 2015–16 FSA Handbook, pp. 3-62 to 3-63

1. Does the institution adjust a transfer student’s payment when necessary to prevent the student from exceeding his or her Federal Pell Grant or IASG Scheduled Award for that award year?

____________

____________

yes no

690.65(d),(e) 2015–16 FSA Handbook, p. 3-62

2. Does the institution calculate a transfer student’s maximum Federal Pell Grant or IASG amount based on the percentage of the student’s Federal Pell Grant or IASG Scheduled Award not already used at the prior school?

____________

____________

yes no

690.64(a) H. When a payment period crosses over

July 1, overlapping two award years, does the institution assign the entire crossover payment period to only one of those two award years for Federal Pell Grant or IASG purposes?

____________

____________

yes no n/a


1. When calculating Federal Pell Grant and IASG awards for a crossover payment period, does the institution use the EFC for the same award year from which the student will be paid?

____________

____________

yes no n/a

690.64(a)(3),(4) 2015–16 FSA Handbook, p. 3-58

2. Does the institution pay Federal Pell Grant and IASG funds only out of the award year to which it assigns the crossover payment period?

____________

____________

yes no n/a

2015–16 FSA Handbook, pp. 3-60 to 3-61

I. For a credit-hour program, if the institution has a policy to treat individual summer mini-sessions as separate terms, does it treat each mini-session as a nonstandard term and use Formula 3 to calculate Federal Pell Grant and IASG payments for each separate nonstandard term?

____________

____________

yes no n/a





Response


J. If the institution’s policy is to combine summer mini-sessions into a single term, does it determine enrollment status for that payment period based on the total number of credit hours the student is projected to take for all summer mini-sessions?

____________

____________

yes no n/a


1. Does the institution project the student’s enrollment status for the combined term based on the credit hours for which he or she has:

____________

____________

yes no n/a

Pre-registered or registered for

all of the combined mini-sessions; or

Committed to take for all of the

combined mini-sessions by entering into an enrollment contract, a formal academic plan, or some other formally documented agreement?

2015–16 FSA Handbook, pp. 3-49, 3-60

2. For a credit-hour program, if the institution does not define full time for the combined summer term as at least 12 credit hours, does it use Formula 3 to calculate Federal Pell Grant and IASG payments for all terms in the award year?

____________

____________

yes no n/a


Note: The Lifetime Eligibility Used (LEU) level for Federal Pell Grant is separate from the IASG LEU level and both are tracked independently.


K. Does the institution review reports received from ED of students with a Federal Pell Grant or IASG LEU greater than or equal to 400 percent?

____________

____________

yes no


L. Does the institution adjust, as needed, Federal Pell Grant or IASG awards for students with a LEU of greater than 500 percent but less than 600 percent?

____________

____________

yes no


M. Does the institution cancel, as needed, the Federal Pell Grant or IASG for students with a LEU of 600 percent or greater?

____________

____________

yes no





Response

2015–16 FSA Handbook, p. 3-66 Elec. Ann. 4/18/14

N. If either the school or a student disputes the Common Origination and Disbursement (COD) System information used to calculate a student’s LEU, does the institution take the appropriate steps to determine the accuracy of the student’s records?

____________

____________

yes no

Elec. Ann. 4/18/14 1. Does the institution escalate the

dispute process to ED only if: ____________

____________

yes no

The resolution of the dispute

would result in the student’s LEU being reduced to less than 600 percent; or

It is unable to resolve the dispute

with the student’s former school(s)?

Elec. Ann. 4/18/14 a. Does the institution initiate the

dispute through the Federal Pell Grant LEU Dispute Portal on COD website?

____________

____________

yes no

Elec. Ann. 4/18/14 b. If the institution escalates the

dispute process, does it provide all required documentation to ED?

____________

____________

yes no

Elec. Ann. 4/18/14 c. If the dispute involves an award

at a former school, does the institution provide the Dispute ID created by ED to the former school?

____________

____________

yes no

690.80 2015–16 FSA Handbook, pp. 3-67 to 3-69

O. Does the institution have procedures to identify students for whom recalculation of their Federal Pell Grant or IASG award is required?

____________

____________

yes no

690.80(a)(1) 2015–16 FSA Handbook, p. 3-67

1. If the student’s EFC changes at any time during the award year, does the institution recalculate the student’s Federal Pell Grant or IASG award for the entire award year?

____________

____________

yes no





Response

HEA 420R(c) 690.80(a)(1) 2015–16 FSA Handbook, pp. 3-45, 3-67

a. If the recalculation results is an EFC that is not within the Pell-eligible range and the student meets the criteria for an IASG, does the institution award an IASG instead of a Federal Pell Grant for the entire award year?

____________

____________

yes no

690.80(b)(1) 2015–16 FSA Handbook, p. 3-67

2. If the student is enrolled in a term-based, credit-hour program and the student’s enrollment status changes from one academic term to another within the same award year, does the institution recalculate the award taking into account any changes in the student’s COA for the new payment period?

____________

____________

yes no n/a

690.80(b)(2)(ii) 2015–16 FSA Handbook, p. 3-67

3. If the student is enrolled in a term-based, credit-hour program and the student’s projected enrollment status changes during the payment period but before he or she actually begins attendance in all classes used to determine his or her enrollment status (including summer mini-sessions), does the institution recalculate the student’s award, adjusting the COA to reflect only those classes for which he or she actually began attendance?

____________

____________

yes no n/a


P. For students enrolled in a term-based, credit-hour program, has the institution established policies regarding the recalculation of Federal Pell Grant and IASG awards for enrollment status changes within a term, after the student has begun attendance in all classes?

____________

____________

yes no n/a

690.80(b)(2)(i) 2015–16 FSA Handbook, pp. 3-45, 3-68

1. If the institution’s policy is to recalculate awards when a student’s enrollment status changes within a payment period after the student has begun attendance in all classes, is that policy:

In writing; ____________

____________

yes no n/a





Response

Applied consistently to all students, at any time during the payment period, regardless of whether the adjustment causes the award to increase or decrease; and

____________

____________

yes no n/a

Inclusive of provisions to

recalculate the student’s Federal Pell Grant or IASG COA?

____________

____________

yes no n/a

690.80(c) 2015–16 FSA Handbook, pp. 3-68 to 3-69

2. If the institution’s policy is to recalculate awards when a student’s COA changes at any time within the award year during which the enrollment status remains the same, is the policy applied consistently to all students regardless of whether the adjustment increases or decreases the student’s award?

____________

____________

yes no n/a


Note: The institution may establish a policy that differentiates between changes in COA that occur within a payment period and changes that occur between payment periods.


a. Is recalculation performed only for payment periods that are affected by the change in COA?

____________

____________

yes no n/a

III. Disbursing Funds 2015–16 FSA Handbook, p. 3-45

Note: Except as otherwise noted, IASGs are made under the same terms and conditions as Federal Pell Grants, and disbursements for each payment period are calculated in the same manner as Federal Pell Grants.

690.61(a)(1) A. Does the institution disburse Federal

Pell Grant or IASG funds to an eligible student only if it has received either a valid ISIR or Student Aid Report (SAR)?

____________

____________

yes no





Response

690.61(a)(2) B. Does the institution assume that SAR or ISIR information is accurate and complete if the:

668.60 Student’s application has not been

selected for verification; and ____________

____________

yes no

668.16(f) Institution has not identified

discrepancies in the information it has received (from any source) about the student’s aid application?

____________

____________

yes no

690.75(a) 2015–16 FSA Handbook, p. 3-45

C. Does the institution confirm the student continues to meet eligibility criteria before disbursing Federal Pell Grant or IASG funds for a payment period?

____________

____________

yes no

690.75(c) D. If the institution determines at the

beginning of a payment period that a student is not maintaining satisfactory academic progress (SAP), but reverses that determination after the end of the payment period, does the institution ensure it does not disburse the student’s Federal Pell Grant or IASG for that payment period nor make adjustments in subsequent Federal Pell Grant or IASG disbursements to compensate for the loss of aid for that period?

____________

____________

yes no

668.60(c) 668.164(g)(2)(i), (4)(iv) 690.61(b) 2015–16 FSA Handbook, p. AVG-92

E. Except under certain verification and late disbursement conditions and limitations, does the institution only disburse Federal Pell Grant or IASG funds using a valid ISIR or SAR received by the earlier of the student’s last day of enrollment or the deadline date published by ED in the Federal Register?

____________

____________

yes no

668.60(c)(1) 2015–16 FSA Handbook, p. AVG-92

1. When verification is required, does the institution disburse funds only if the:

668.164(g)(2)(i) CPS processed the student’s

ISIR or SAR with an official EFC before his or her last date of enrollment; and

____________

____________

yes no





Response

668.164(g)(4)(i),(iv) Institution received the student’s valid ISIR or SAR by the earlier of 180 days after his or her last date of enrollment or the deadline date published by ED in the Federal Register?

____________

____________

yes no

690.76(b) 2015–16 FSA Handbook, p. 3-24

F. Does the institution disburse a student’s Federal Pell Grant or IASG retroactively for any prior payment periods within the award year if he or she was eligible for disbursement during those periods?

____________

____________

yes no

690.76(b) 2015–16 FSA Handbook, p. 3-24

1. Are all retroactive disbursement amounts based only on the number of hours the student completed (including earned “F” grades and incompletes) for those prior periods?

____________

____________

yes no

690.63(f) G. Does the institution ensure no single

Federal Pell Grant or IASG disbursement under Formula 3 exceeds 50 percent of the student’s annual award?

____________

____________

yes no n/a

690.63(f) 1. If the amount calculated for a

payment period under Formula 3 exceeds 50 percent of the annual award, does the institution:

Make at least two disbursements

within the payment period; and ____________

____________

yes no n/a

Ensure no more than 50 percent

of the annual award is disbursed before the student completes 50 percent of the weeks of instructional time in the program’s academic year?

____________

____________

yes no n/a

IV. Overawards and Overpayments 2015–16 FSA Handbook, p. 3-45

Note: Except as otherwise noted, IASGs are made under the same terms and conditions as Federal Pell Grants.


A. Does the institution ensure Federal Pell Grant awards are never adjusted to avoid or correct an overaward involving other forms of aid?

____________

____________

yes no





Response


1. For an overaward involving a Federal Pell Grant or IASG award, does the institution attempt to eliminate the overaward by only adjusting any other types of aid it controls?

____________

____________

yes no

Elec. Ann. 2/11/11 2015–16 FSA Handbook, pp. 3-140, 4-56

2. If a student’s total IASG award by itself will exceed the student’s COA for the period of enrollment, does the institution reduce the IASG award to equal the student’s COA?

____________

____________

yes no


a. Does the institution reduce each disbursement for each payment period by an equal amount?

____________

____________

yes no

673.5(c)(1)(i) 685.102(b), Estimated financial assistance 2015–16 FSA Handbook, p. 3-137

B. Does the institution apply the student’s Federal Pell Grant award as estimated financial assistance (EFA) against the student’s need when awarding or adjusting other forms of Title IV aid?

____________

____________

yes no

673.5(c)(2)(vi) 685.102(b), Estimated financial assistance 2015–16 FSA Handbook, pp. 3-139 to 3-140

C. Does the institution ensure IASG funds are not considered EFA for purposes of awarding or adjusting other forms of Title IV aid for which the student qualifies?

____________

____________

yes no

690.11 2015–16 FSA Handbook, p. 4-65

D. Upon learning a student is concurrently attending another institution, does the institution ensure the student does not receive a Federal Pell Grant or an IASG from both institutions, thus eliminating a potential overpayment (POP) situation?

____________

____________

yes no


1. Does the institution resolve a POP situation within 30 days of the receipt of a Multiple Reporting Record (MRR) via COD?

____________

____________

yes no

690.79(a)(2) 2015–16 FSA Handbook, p. 4-64

E. If the institution is liable for a Federal Pell Grant or an IASG overpayment, does it immediately return funds equal to the amount of the overpayment to ED?

____________

____________

yes no





Response

690.79(b)(1) 2015–16 FSA Handbook, p. 4-68

F. For a Federal Pell Grant or an IASG overpayment for which the student is liable, does the institution promptly send the student a written notice requesting immediate repayment and explaining the Title IV eligibility repercussions upon failing to repay or to make satisfactory repayment arrangements to repay the overpayment?

____________

____________

yes no

690.79(b)(2) 2015–16 FSA Handbook, p. 4-68

1. If the student objects to the institution’s determination that the student is liable for the overpayment, does the institution determine whether the student’s objection is warranted after considering any information the student has provided?

____________

____________

yes no

690.79(b)(1) 2015–16 FSA Handbook, p. 4-68

2. Does the institution ensure no further Title IV funds are awarded or disbursed to the student until the overpayment is satisfactorily resolved?

____________

____________

yes no

690.79(c) 2015–16 FSA Handbook, p. 4-66

3. Does the institution refer the overpayment to ED if the student fails to repay it or make satisfactory arrangements to repay it?

____________

____________

yes no


G. Does the institution report any unresolved Federal Pell Grant or IASG overpayment to the National Student Loan Data System (NSLDS) within 30 days of learning of the overpayment?

____________

____________

yes no

V. Fiscal Procedures, Reporting, and Recordkeeping 2015–16 FSA Handbook, p. 3-45

Note: Except as otherwise noted, IASG fiscal procedures, reporting, and recordkeeping requirements are the same as for Federal Pell Grants.

690.83(a)(1)(i) A. Does the institution submit payment

data for each eligible Federal Pell Grant and IASG recipient no later than September 30 following the award year or the first weekday following September 30 if that date falls on a weekend?

____________

____________

yes no





Response

690.83(b)(1) 2015–16 FSA Handbook, p. 4-28

1. Does the institution report all Federal Pell Grant and IASG disbursement records to COD no later than 15 days after making a disbursement or becoming aware of the need to adjust a disbursement?

____________

____________

yes no


2. Does the institution reconcile its Federal Pell Grant and IASG program funds on at least a monthly basis and in accordance with COD processing requirements?

____________

____________

yes no

690.10(b) B. Is the ACA used solely for the

institution’s cost of administering the Federal Pell Grant, FSEOG, FWS, and Federal Perkins Loan programs?

____________

____________

yes no

690.10(c) 1. If the institution enrolls a significant

number of less-than-full-time students or independent students, does it use a reasonable proportion of its ACA funds for financial aid services during times and in places that will most effectively accommodate the needs of these students?

____________

____________

yes no n/a

690.82 668.24

C. Does the institution follow the regulatory record retention and examination requirements for each student who receives a Federal Pell Grant or an IASG?

____________

____________

yes no

See also the Recommended Good Practices section (Part 1, Section VIII) of the Self-Evaluation Guide. Comments on the Administration of the Federal Pell Grant and Iraq and Afghanistan Service Grant Programs

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aid administrators; advocates for public policies that increase

student access and success;serves as a forum on student financial aid issues, and is

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III. Federal Pell Grant and Iraq and Afghanistan Service Grant ProgramsI. General ProvisionsII. Calculating AwardsIII. Disbursing FundsIV. Overawards and OverpaymentsV. Fiscal Procedures, Reporting, and Recordkeeping

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