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Navigating IFAP and Completing the Electronic Application

Session 37. Navigating IFAP and Completing the Electronic Application. Mike Stein and Marcia Fediw | Nov-Dec. 2016 U.S. Department of Education 2016 FSA Training Conference for Financial Aid Professionals. AGENDA. Navigating IFAP Institutional Eligibility Compliance Audits

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Navigating IFAP and Completing the Electronic Application

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  1. Session 37 Navigating IFAP and Completing the Electronic Application Mike Stein and Marcia Fediw | Nov-Dec. 2016 U.S. Department of Education 2016 FSA Training Conference for Financial Aid Professionals

  2. AGENDA • Navigating IFAP • Institutional Eligibility • Compliance Audits • Financial Statements • Student Aid Internet Gateway (SAIG) • Integrated Partner Management • Program Review

  3. AGENDA • Policies and Procedures • SAIG • Two-Factor Authentication • Integrated Partner Management

  4. NAVIGATING IFAP • Foreign School Information Page • https://ifap.ed.gov/ForeignSchoolInfo/ForeignSchoolInfo.html • Information Page for Financial Aid Professionals • https://ifap.ed.gov/ifap/

  5. INSTITUTIONAL ELIGIBILITY • Eligibility Applications (www.eligcert.ed.gov) • Primary Application Types: • Initial Certification • Recertification • Reinstatement • Eligibility Only • Voluntary Withdrawal • Updates • Mergers • Change in Ownership

  6. INSTITUTIONAL ELIGIBILITY • Legal Authorization and Degree Granting Authority • Academic Catalog, Programs and Locations, Partnerships • School Policies: Admissions, Refund, Satisfactory Academic Progress (SAP), Return of Title IV funds (R2T4) • Special Requirements for Medical, Veterinary, and Nursing • Outcome Documents

  7. COMPLIANCE AUDITS • Must be Submitted Annually in English • Public and Private Non-Profit Foreign Institutions • Based on Amount of Title IV Funds Received During Fiscal Year • Standard Compliance Audit if $500,000 + • Alternative Compliance Audit if Less Than $500,000 • For-Profit Foreign Institution • Standard Compliance Audit • Secretary’s Discretion

  8. FINANCIAL STATEMENTS • Must be Submitted in English • Public and Private Non-Profit Foreign Institutions • Based on Amount of Title IV Funds Received During Fiscal Year • Home Country GAAP and U.S. GAAP and GAGAS or • Home Country GAAP • Low Volume Exception, Except During Initial Certification • For-Profit Foreign Institution • Home Country GAAP and U.S. GAAP and GAGAS Required Annually • Letters of Credit

  9. POLICIES AND PROCEDURES • Federal Regulations Require Schools to Have Written Policies and Procedures for the Administration of the Title IV Student Assistance Programs • Start by Creating a New Manual, or Cross-Reference Your Answers to an Existing Manual

  10. POLICIES AND PROCEDURES • Begin with These Sections First • Satisfactory Academic Progress (SAP) • Admission Policies • Tuition Refunds • Return of Title IV Funds • Consumer Information • Typically Requested Prior to a Program Review

  11. POLICIES AND PROCEDURES • Establish a Team with Members from all Appropriate Offices to Assist in the Writing and Review of Procedures • Include a Comprehensive Calendar of Activities Related to Student Aid Delivery, Including Dates and Deadlines for Students • Develop a Schedule to Test, Review, and Update your Manual and Remember to Inform Staff of this Schedule • Train Your Staff on the Procedures – Existing Ones as Well as Those Revised or Newly Developed

  12. POLICIES AND PROCEDURES • Example – Conflicting Data • Develop Procedures to Identify and Resolve Discrepancies in the Information the Institution Receives from Different Sources with Respect to a Student’s Application for Title IV aid

  13. PROGRAM REVIEW • ED Employees Conduct On-Site or Off-Site Program Reviews • Focused or General Program Review • Expanded File Study May be Required • School has Opportunity to Respond to Program Review Report • ED Considers response in Final Program Review Determination • Liabilities, if Any, Not Punitive and School May Appeal

  14. STUDENT AID INTERNET GATEWAY • Allows Authorized Entities to Exchange Data Electronically with ED • Organizations Enroll Individuals as Destination Point Administrators (DPAs) • DPAs are Assigned Destination Points (TG Numbers/Mailboxes) that Receive and Transmit Data • Each Entity Must Designate One Individual as its Primary DPA

  15. STUDENT AID INTERNET GATEWAY • To Be in Compliance a School Must • Enroll in SAIG • Use FAA Access or its SAIG Mailbox to Exchange FAFSA Data or ISIR Data with ED’s Central Processing System (CPS)

  16. STUDENT AID INTERNET GATEWAY • Use the Common Origination and Disbursement (COD) Website or its SAIG Mailbox to Exchange Award and Disbursement Date for Direct Loans • Submit to the National Student Loan Data System (NSLDS) Student Enrollment Records and NSLDS Transfer Student Monitoring Records

  17. SAIG ENROLMENT PROCEDURES • Enrollment Actions Available: • Designating a Primary DPA with All Services (Required) • Designating a Non-Primary DPA • All Online Services (COD, FAA Access to CPS, NSLDS) • COD Online and NSLDS Online • COD Online Only NSLDS Online Only

  18. SAIG FORM COMMON ERRORS • Submitting Photocopies of Signature Pages • Not Designating a Non-Primary DPA to Serve as a Backup to the Primary DPA • Password Sharing and Sharing System Access

  19. SAIG – NEW SERVICE • Data Challenges and Appeals Solution (DCAS) • DCAS Supports Gainful Employment Challenges and Appeals • Future Expansion of DCAS will Include Cohort Default Rates and Other Student-Level Data Initiatives • Enroll Using Paper SAIG Form • At Least One Person Must Register From Each School

  20. TWO-FACTOR AUTHENTICATION • All Authorized users are Required to Enter Two Forms of ‘Authentication’ to Access FSA Systems • The First Factor is the User ID and Password • The Second Factor is a Token that Generates a One-Time Password

  21. INTEGRATED PARTNER MANAGEMENT

  22. INTEGRATED PARTNER MANAGEMENT • Updates and Information will be Posted to ifap.ed.gov • Targeted Multi-Media Training on IPM will be Provided for all Partners • Target Timeframe for Training is 4–6 Weeks Prior to ‘Go-Live’

  23. CONTACTS • Email: FSA.Foreign.Schools.Team@ed.gov • Phone: 202-377-3168 • Fax: 202-377-3486 • Mail: U.S. Department of Education Multi-regional and Foreign School Participation Division Union Center Plaza, 7th Floor 830 First Street, NE Washington DC, 20202 (20002-5340 if Overnight/Courier)

  24. SCHOOL ELIGIBILITY SERVICE GROUP (SESG)Ron Bennett - Director, School Eligibility Service Group, Washington, DC (202) 377-3181School Eligibility Service Group General Number: (202) 377-3173 or email: CaseTeams@ed.gov Or call the appropriate School Participation Division manager below for information and guidance on audit resolution, financial analysis, program reviews, school and program eligibility/recertification, and school closure information. New York/Boston School Participation Division Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont, New Jersey, New York, Puerto Rico, Virgin Islands Betty Coughlin, Director (646) 428-3737 Tracy Nave – Boston (617) 289-0145Jeremy Early– Washington, DC (202) 377-3620Chris Curry – New York (646) 428-3738 Philadelphia School Participation Division District of Columbia, Delaware, Maryland, Pennsylvania, Virginia, West Virginia Nancy Gifford, Director (215) 656-6436 John Loreng – Philadelphia (215) 656-6437 Sherrie Bell– Washington, DC (202) 377-3349 Multi-Regional and Foreign Schools Participation Division Michael Frola, Director (202) 377-3364 Barbara Hemelt − Washington, DC (202) 377-4201 Joseph Smith − Washington, DC (202) 377-4321 Mark Busskohl – Washington, DC (202) 377-4572 Michelle Allred – Dallas (214) 661-9466 Atlanta School Participation Division Alabama, Florida, Georgia, Mississippi, North Carolina, South CarolinaChristopher Miller, Director (404) 974-9297 David Smittick – Atlanta (404) 974-9301 Vanessa Dillard – Atlanta (404) 974-9418 Dallas School Participation Division Arkansas, Louisiana, New Mexico, Oklahoma, Texas Cynthia Thornton, Director (214) 661-9457 Jesus Moya – Dallas (214) 661-9472 Kim Peeler – Dallas (214) 661-9471 Kansas City School Participation Division Iowa, Kansas, Kentucky, Missouri, Nebraska, TennesseeRalph LoBosco, Director (816) 268-0440Dvak Corwin – Kansas City (816) 268-0420 Angela Beam – Kansas City 816) 268-0534 Jan Brandow – Kansas City (816) 268-0409 Chicago/DenverSchool Participation Division Illinois, Minnesota, Ohio, Wisconsin, Indiana, Colorado, Michigan, Montana, North Dakota, South Dakota, Utah, WyomingDouglas Parrott, Director (312) 730-1532 Earl Flurkey – Chicago (312) 730-1521 Brenda Yette – Chicago (312) 730-1522 Sarah Adams − Chicago (312) 730-1514 San Francisco/Seattle School Participation Division American Samoa, Arizona, California, Guam, Hawaii, Nevada, Palau, Marshall Islands, North Marianas, State of Micronesia, Alaska, Idaho, Oregon, WashingtonMartina Fernandez-Rosario, Director (415) 486-5605 Gayle Palumbo − San Francisco (415) 486-5614 or Seattle (206) 615-3699 Dyon Toney − Washington, DC (202) 377-3639 Erik Fosker – San Francisco (415) 486-5606

  25. QUESTIONS?

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