TAP Update Higher Education Services Corporation June 2013

1. TAP UpdateHigher Education Services CorporationJune 2013

2. TAP Topics • Processing Updates • TAP Application • FAFSA to TAP • TAP Application Processing • Residency • VIAC • IVP • Good Academic Standing • Pursuit of Progress • Satisfactory Academic Progress • DocTrac System • TAP Training Modules

3. Processing Update 2012-13 • Over 614,000 applications processed as of May 15, 2013 • ETA 1% • Renewal Process 26% • FAFSA Direct 26% • Anytime TOTW 47%

4. Processing Update 2013-14 • 333,000 applications processed as of May 15, 2013 • ETA < 1% • Renewal Process 36% • FAFSA Direct 35% • Anytime TOTW 28%

5. FAFSA App to TAP App www.fafsa.ed.gov

6. TAP link on FAFSA

7. ISIR Selection for Processing • ISIR (Institutional Student Information Record) selected when conditions are met: • Nine-digit SSN • Citizenship status is • Not blank or not 3, or • Not blank and student’s assumed citizenship is not blank • Primary EFC is shown • SSN match equal to 2, 3, or 4

8. ISIR Selection • ISIR selected when conditions are met: • Permanent state is not blank • State of legal residence equals NY • College code equals a NYS School • Found on the HESC college table • ETA or completed processed application has not previously been created for same student • Determined by SSN match

9. TAP App: TAP on the Web

10. TAP App: Summary Page

11. TAP App: Submission Page

12. TAP Application Processing TAP Residency VIAC Loan Default Citizenship SSN Income Verification

13. Residency • HESC initial determination based on: • History • Was student denied/pending in a previous year? • FAFSA Data • Student’s date of residence • Parents’ state of residence (for dependent students) • Student’s address not NYS

14. Residency • HESC can question residency post-application processing due to: • Income Verification with NYS Department of Taxation and Finance: student/spouse/parent filed NYS IT-203 tax return • ISIR address changes will update TAP record; if address changes to out-of-state address, student’s residency will be questioned

15. Residency • School must question residency – decertify or notify HESC – if: • Parental data on file indicates parents are not NYS residents (for dependent students) • Student’s high school diploma is not from a NYS school

16. Residency • Inform HESC • DocTrac • Student Record Maintenance • Please tell HESC why you are questioning residency

17. Income Verification Process (IVP) • HESC attempts to verify every SSN (student, spouse, parents) on every student record • IVP begins in May for new processing year • IVP is then processed every week until 45 days after the application processing deadline – August 15 • Information on verification provided on View Student Record, Student Status Lists

18. Verification of Income Adjustment (VIAC) • Income used to calculate TAP eligibility can be adjusted for other family members (OC) attending college full time • For dependent students: sibling, spouse, parent • For independent students: spouse, children • Application process collects OC name, SSN, relationship to applicant • Must be full time for at least one term, can attend out of state

19. VIAC • HESC needs signature sign-off for all OC (one-time only) to send information regarding OC to Clearinghouse to verify enrollment • Clearinghouse verifies full-time enrollment • If not found or found less than full time, OC will be deleted and award recalculated (spring)

20. Good Academic Standing • Two components measure student’s academic progress: • Pursuit of Program (POP): measure of effort to complete a program • Satisfactory Academic Progress (SAP): measure of achievement of earning credits toward a degree or certificate with specified GPA • Evaluated each term at certification

21. Good Academic Standing - POP • Pursuit of program • A requirement that a student receive a passing or failing grade in a certain percentage of courses each term • Based on the number of TAP payments the student has received

22. Good Academic Standing – POP Chart

23. Good Academic Standing - SAP • Satisfactory academic progress • Accumulate a specified number of credits • Achieve a specified cumulative grade point average each term • Based on the number of TAP payments students have received • C average requirement after 4th payment

24. Good Academic Standing – SAP Chart

25. DocTrac • DocTrac used to follow documents that maintain, update and correct information in a scholarship or TAP file • Items that may be tracked • TAP residency documentation • Financial independence documentation • Proof of dependency • Federal and state income tax forms • Other time sensitive information • TAP applications, TAP change forms and TAP requests for information may not be processed using DocTrac

26. DocTrac – Proof of Residency • Applicant must submit completed NYS Residence Review Questionnaire • Fields left blank could result in denial • Student Questionnaire at HESC.ny.gov • Go to Manage My Account • Use ID and HescPIN to access • FAOs can print paper Student Questionnaire in secure Transaction Center • Student completes document • FAO submits to HESC through DocTrac

27. DocTrac – Proof of Financial Status • Proof of Independent Status • Budget forms from Social Services • Court Documents • Third party letters, e.g. minister, teacher, doctor, friend’s parent aware of circumstances and who houses student • Proof of Dependents status • Insurance card listing dependent student • Tax forms • Third party letter from pediatrician or school stating student is the guardian of listed children

28. DocTrac – Income Changes • Federal and State tax forms • Supporting documentation for exclusion of parental income • Separated or divorced: date and proof of separate residences for parents and/or applicant and spouse; separation/divorce papers filed with county/court; tax returns and W-2s • Disabled: date and physician’s written statement (must state disability is total and permanent); tax returns and W-2s • Deceased current year: date; tax returns and W-2s for both parents or both the applicant and spouse • Deceased prior year with joint return: date; tax return and W-2s to prorate income (removing deceased parent or spouse’s income)

29. DocTrac – Process • Download and complete DocTrac cover sheet, including • School name • Contact e-mail address and phone • Student's name and SSN • Reason for submitting to HESC • For HESC to process requests quickly and efficiently, college administrators must provide all of the information requested on the cover sheet

30. DocTrac – Process • Send completed cover sheet with supporting documentation • Email: doctrac@HESC.ny.gov • Fax: (518) 473-1414 • HESC issues confirmation number to track documents and obtain current processing status • Within 3 business days

31. DocTrac – Important Considerations • For school use only • List all documents faxed on cover sheet • If documentation is insufficient, student and school will be notified of additional documentation required • Designated person in G & S processing for all DocTrac transmissions • HESC emails when processing is complete

32. TAP Training Modules • TAP training modules: HESC.ny.gov • TAP Application Process • TAP Eligibility Requirements • Award Determination • Good Academic Standing Requirements • G&S Transaction Processing • Student Record Maintenance • Using DocTrac • The Aid For Part-Time Student Program (APTS) • TAP Certification

33. TAP Training Modules • HESC will add more • Ideas? • Contact Priority Services • Call: 866-431-4372 • Email: Priorityservices@hesc.ny.gov

34. Resources

35. TAP Coach

36. TAP Coach

37. HESC Contact Barbara Hochberg Director of Grant and Scholarship Programs BHochberg@HESC.ny.gov

38. Questions? Thank you