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R2T4 End of the Road

R2T4 End of the Road. TASFAA Conference 2014 Dianne Cox, UTC Jeanne Hinchee , Chattanooga State. Based on NASFAA Fall 2013 Training Compliance and Campus Collaboration – R2T4. Agenda. Terminology and General Principles Possible Pitfalls in Working with Modules Hands-on R2T4 Calculations.

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R2T4 End of the Road

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  1. R2T4End of the Road TASFAA Conference 2014Dianne Cox, UTCJeanne Hinchee, Chattanooga State Based on NASFAA Fall 2013 TrainingCompliance and Campus Collaboration – R2T4

  2. Agenda • Terminology and General Principles • Possible Pitfalls in Working with Modules • Hands-on R2T4 Calculations

  3. Overview of R2T4 Process • Determine student’s withdrawal date • Calculate percentage of payment period or period of enrollment completed • Determine amount earned by applying percent completed to total Title IV aid disbursed and that could have been disbursed • Decide if earned funds are due to the student through a Post-Withdrawal Disbursement; obtain permissions and credit as allowed • Decide if unearned funds are due to Title IV programs, and whether they are due from the student or the school

  4. Definitions & General Principles • Return of Title IV funds–An institution is required to determine earned and unearned portion of Title IV aid when a student ceases enrollment prior to the planned completion date • Post-withdrawal disbursement–Amount paid to student as earned Title IV funds after R2T4 calculation is completed • Unearned funds – Funds that must be returned to appropriate Title IV program

  5. Withdrawal Date • Withdrawal date –The withdrawal date is used to calculate the amount of earned and unearned funds • Determination of the withdrawal date is driven by whether the institution is required to take attendance

  6. Date of Determination • Official withdrawal– Student begins school’s withdrawal process or provides notification he or she will withdraw, or both  Date of determination is the earlier of the two dates • Unofficial withdrawal– Date of determination is the date the school becomes aware the student has ceased attendance

  7. Withdrawal Date – additional considerations for institutions required to take attendance • Required to take attendance – Can be required by an outside entity (such as an accreditor or state agency), or the institution itself.Must use official attendance recordsCould apply to a subset of students, or for a certain time period. • At schools required to take attendance – Date of determination should be no more than 14 days after the last date of attendance

  8. Title IV recipient • Student who actually received a disbursement of Title IV grant or loans fundsorwho met the qualifications for a late disbursement of Title IV funds [R2T4 does not apply to Federal Work-Study (FWS)] • If student never began attendance, R2T4 does not apply (all Title IV aid must be cancelled)

  9. Institutional Charges • Includes tuition and fees (required of all students in program) • Room and board, if contracted with the school • Books, supplies, materials, and equipment, if the student cannot reasonably get them anywhere besides from the school

  10. Payment period versus period of enrollment • For students who withdraw from a trimester, semester, or quarter program – use payment period • For students who withdraw from a nonstandard term-based or non term-based program – School can choose to use either payment period or period of enrollment

  11. Important Deadlines • 14 days – Institution required to take attendance must have a process to determine that a student withdrew no later than 14 days after last date of attendance • 30 days – Institution must perform the R2T4 calculation and notify student of any grant overpayment or post-withdrawal disbursement • 45 days – Institution must return Title IV funds

  12. Modular Programs Modules are courses in a student’s program that do not span the entire length of the payment period or period of enrollment • Example: School has 14-week summer term, during which students can enroll in any or all of the following sessions:  Two 5-week sessions offered one after the other A single 14-week session

  13. Defining a Modular Program Example, continued: • A student enrolled in one or both 5-week sessions is considered to be enrolled in a program offered in modules • A student enrolled in one 5-week sessionand the 14-week session is considered to be enrolled in a program offered in modules • A student enrolled in onlythe 14-week session would not be considered enrolled in a program offered in modules

  14. Determining withdrawal from Modular Programs • If student begins one or more modules:but does not begin next module he is scheduled to attend anddoes not provide written confirmation at time of withdrawal stating his planned attendance in a module beginning later in same payment period or period of enrollment;he is considered to have withdrawn because he did not complete all the days he was scheduled to attend

  15. Withdrawal from a Modular Program • Under current regulations, completion of one course in one module in a term-based credit-hour program no longer means student has not withdrawn • NASFAA Handout includes R2T4 in modules decision tree

  16. R2T4 Case Study 1 – Credit hours • Case Study 6 from 1314 FSA Handbook.  Thompson Hunter  School Profile: Academic Yr. = 2 semesters/32 weeks and 24 semester hours • Payment Period = 1 Semester • Fall Semester = 117 calendar days • Period Start Date = August 22 • Period End Date = December 16 • Institutionally scheduled break of 9 days from Saturday , November 19 through Sunday, November 27. • Attendance Taking Not Required

  17. R2T4 Case Study 1, continued • Module start and end dates within the semester are:StartEndAugust 22 September 16 September 19 October 14 October 17 November 11 November 14 December 16 • Student is enrolled in 3 credit hours in each of the 4 modules. • COA Profile: Title IV Award Profile:Tuition & fees:$1200 for 12 credits Pell Grant: $2775/semesterBooks: $400/semester FSEOG: $1825/semesterRoom (contracted with institution): $1400/semesterBoard: $800/semesterTravel & Personal: $800/semester

  18. R2T4 Case Study 1, continued • Thompson completes first 2 modules. • On October 14, he indicates he will not attend the last 2 modules for the semester. • Step 1: Recalculate Pell Grant & SEOG eligibility for the semester:Pell Grant – reduced to half-time award or $1388FSEOG – recalculated using costs attributable to the first 2 modules. Based on a revised COA of $3600 and revised Pell Grant of $1388, remaining need is $2212. No change to FSEOG award.

  19. R2T4 Case Study 1, continued • Step 2: R2T4 calculation Use recalculated Title IV amounts. Date of withdrawal = October 14 There is a scheduled break of 9 days within the enrollment period, so these 9 days must be subtracted from total calendar days (subtract breaks of 5 or more days) 117 days minus 9 days = 108 total days

  20. Determining Percentage of Days Completed For nonterm credit-hour programs: • If student makes progress at their own pace: • Ending date and number of days in payment period will not be same for all students • School must project an end date of the payment period based on student’s progress as of his or her withdrawal date; and • Use projected end date to determine the number of days in the payment period

  21. Determining Percentage of Days Completed, cont. • Schedule hours are used to determine % completed versus actual hours attended # of clock hours student was scheduled to complete at withdrawal Total # of clock hours in period

  22. Determining Percentage of Days Completed, cont. Example: • Student attended 1st 30 class days in the semester • WD on the 30th day – last scheduled day of class • Program hours = 6.5 hours a day • On 4 different occasions, student only attended 2 hours each day • Student’s actual hours = 177 • Student’s scheduled hours = 195 (used in R2T4 calculation)

  23. R2T4 Case Study 2 – clock hours • Sample Student • School Profile: Academic Yr. = 900 clock-hours/30 weeks • Payment Period = 450 scheduled clock-hours • Period Start Date = August 24 • Period End Date = December 10 • Institutional Scheduled Breaks = None • Attendance Taking = Required • Date Institution determined WD: October 3 • Equals scheduled hours completed = 175 (28 days * 6.25 hrs) • Period Used in the Return Calculation = Payment Period • COA Profile: Title IV Award Profile: • Tuition & fees: $1104/PPPell Grant: $2823/PP • Books & supplies: $ 546.24/PP Subsidized DL $1732 & Unsub $990

  24. Questions? • Dianne CoxUniversity of Tennessee-ChattanoogaDianne-Cox@UTC.edu423-425-5272 • Jeanne HincheeChattanooga State Community CollegeJeanne.Hinchee@ChattanoogaState.edu423-697-4721

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