Payback Report Submission to the RSA MIS 2013

1. Payback Report Submission to the RSA MIS 2013 US Department of Education Office of Special Education and Rehabilitative Services

2. Save the Dates:Payback Webinar Series • All Webinars in the series will be recorded and archived. The intended audience is all Project Directors (current and former) and staff responsible for submitting Payback Reports. • This is the first Webinar in a series that will be offered during the fall to support Long-Term Training grantees in the submission of payback data and to review enhancements to the MIS system. For a full review of the submission process please review last year’s webinar at https://ncrtm.org/moodle/mod/page/view.php?id=3934

3. Agenda • Overview of Payback Reports • RSA Training Payback System • Things to know before submitting your report • Obtaining MIS Access • Enhancements to the MIS System • Need More Help? • Questions and Answers

4. Overview of Payback Reports • Grantees are required by federal regulation to report data to RSA on all students (known as RSA scholars) who receive financial assistance. • This includes reporting on every scholar’s academic and employment progress until every scholar completes his/her payback obligation (See Section 302 of Title III of the Act, and program regulations at 34 CFR 386.33-35 and 40-43).

5. RSA Training Payback System • Payback Reports must be completed and submitted to the RSA Management Information System (MIS). • Grantees can access this system at http://rsa.ed.gov.  • Payback Reporting period is October 1, 2012-September 30, 2013. • Due Date: Tuesday, December 10, 2013 (early submission is strongly encouraged).

6. RSA Training Payback System • Grantees are required to do the following: • Ongoing (during and after the grant period of performance) • Grantees should anticipate submitting Payback Reports for a number of years beyond which the project is supported with federal funds.  Training institutions must report ALL scholars to whom scholarships have been provided. • Annually • Complete and submit the RSA Training Payback Report each year until all scholars have fulfilled their payback obligations. • Contact each former scholar minimally once a year, with a follow-up mailing if he/she does not respond, until he/she has fulfilled their payback obligation.  • Update all contact information for each scholar (phone, address, and e-mail).

7. Before submitting your report • Grantees must obtain a user identification and password from RSA in order to enter the MIS system. • If you have never submitted a Payback Report to the RSA MIS, you must complete an “Application for Access,” which can be accessed by going to http://rsa.mis.gov.  Towards the right hand side of the screen select “Click here to get a User ID.”  Carefully review the message to “New Users.”  At the bottom of the message, select “Fill out a Request MIS access form now.”  Then select “I want to fill out a Request MIS access form now.” • If you have not logged on to the RSA MIS in 400 days (i.e. you did not submit a Payback Report in 2012 but submitted a report in 2011 or in prior years) you must re-establish your account by following the instructions outlined above. • If you logged into the RSA MIS in 2012 and submitted a Payback Report but forgot your username and password, you can reset this information.  On the RSA MIS homepage, towards the right hand side select “click here if you have any problems logging in” and follow the instructions on the page for resetting your log in information. • Instructions for using the RSA MIS system can be obtained at: http://rsa.ed.gov. • Check to make sure that all fields are populated.

8. Obtaining MIS Access • RSA has developed procedures and mechanisms for establishing and providing user IDs and passwords to new MIS users. You will need approval from the grantee's "Authorizing Official" in order to enter data or read unpublished data. • The grantee's "Authorizing Official" should complete and submit information on the "Request MIS Access” screens for each individual at the training institution for which access is required/desired, stipulating the extent of the access. • The process of obtaining access consists of the following steps: • For each user requesting access, fill out an on-line "Request MIS Access" form with the name, e-mail address, telephone, and type of access required. • The system will generate an Access Request form which may be printed from your browser. • Print the Request MIS Access form and obtain a signature from an "Authorizing Official.” • Fax the Request MIS Access form to Tammy Nelson at 202-245-7589 or e-mail a signed PDF version of the form to tammy.nelson@ed.gov.

9. Enhancements to the MIS

10. Global changes • Redesign – collapsible panels are now white (not grey) and is in larger font. • Format for printing and Save to MS Word faster and reformatted. • Validate shows errors at the top; Mark as Complete is greyed out until errors fixed. • New Software change history panel. • New Other related documents panel.

11. SAVE EACH SECTION Each ‘panel’ has its own save button. You *MUST* click save to save the information in the panel you are in; the system discards changes in other panels.

12. We have made upgrades so now you may see errors showing on older reports. Validation Errors apply retroactively

13. List of Changes available on-line • New ‘Software change history’ panel.

14. Search for a grant award; open the Reports filed; see Users with access. Grant award page

15. Open Help, scroll down to see expanded instructions. Add a key to describe the symbols used and what they mean.

16. Anywhere the scholar’s name appears, you will see that it is a hyperlink. Attach student file to each scholar’s name (1)

17. When you click it, you’ll see detailed scholar info for each grant for the scholar. Attach student file to each scholar’s name (2)

18. We have added a list at the end of the form that indicates changes that have been made to the report

19. Need More Help? This year Payback Reports are due on December 10, 2013. Grantees are encouraged to submit reports early, as no extensions will be granted. For technical issues please review the help menu at http://rsa.ed.gov/technical-support.cfmor contact RSAMIS.Technical.Support@ed.gov. Grantees also should contact their assigned RSA Project Officer for any questions in regard to Payback policy, annual reports, or grants management issues.