Student Record Maintenance and DocTrac

1. Student Record Maintenance and DocTrac

2. Student Record Maintenance

3. Student Record Maintenance 123456789 Smith

4. Student Record Maintenance (SRM) & DocTrac • Revise student record information obtained from FAFSA, TOTW application and/or ETA • Supply missing student record information omitted from FAFSA, TOTW or ETA • Make adjustment to number of other family members attending college; used in calculation of TAP award • Print SRM transactions, by first submitting the transactions and then clicking "Print" button • Certify student awards currently pending on a roster and amend student awards previously certified • Supporting documentation for many changes can be scanned and emailed or faxed to HESC’s DocTrac process

5. Flexible Processing

6. HESC’s DocTrac • DocTrac ensures faxed or emailed supporting documentation are received by the appropriate HESC staff • Tracking numbers are assigned to the documents HESC receives

7. DocTrac Uses • Use DocTrac to update or correct: • TAP residency • financial independence • proof of dependency • federal and state income tax forms, • other time sensitive information • Do not use DocTrac to process: • TAP applications • TAP change forms • TAP Request for Information (RFI) • Proof of other family members in college

8. Student Record Maintenance 123456789 SMITH 123456789 123456789

9. Message Detail 123456789 SMITH, ALAN 123456789

10. G&S Student Information 123456789 123456789 123456789 123456789 Macy SMITH ALAN

11. Proof of Residency • Applicant must submit the New York State Residence Review Questionnaire • Questionnaire must be complete - fields left blank could result in denial • Questionnaire is available electronically • Go to Manage My Account • Use ID and HescPIN to access • Financial Aid Professionals (FAO) can print paper questionnaire in secure Transaction Center • Student completes document • FAO submits to HESC through DocTrac

12. G&S Education Plans & Financial Independence 123456789 123456789 123456789

13. Proof of Financial Independence • Budget form from Social Services • Listed as Head of Household • If student has children - must be listed • Court Documents • Ward of Court or Emancipated • Third party letter (minister, teacher, doctor, friend’s parent) aware of circumstances and allows student to live with them • Must contained detailed information regarding circumstances leading to dissolution of family • Proof for students with dependents: • Budget form listing dependent children • Insurance card listing dependent student • Tax forms • Third party letter from pediatrician or school stating student is the guardian of listed children

14. G&S Income Information 123456789

15. G&S Parental Income Information 123456789 111-22-3333 Macy 123456789 222-11-3333 Macy

16. Income Changes • Federal and State tax forms can be submitted thru DocTrac with copies of the applicant and parental W-2 forms • Supporting documentation for exclusion of parental income • Selected for a request for information: • Separated or divorced during current year • Separated or divorced during prior year and filed a joint return • Separate returns with no exclusion in the prior year • Disabled during current academic year • Deceased during current academic year • Documentation requested • Separation/Divorce: date and proof of separate residences for parents and/or applicant and spouse; separation/divorce papers filed with the 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 the deceased parent or spouse’s income)

17. Other Family Members Attending College

18. Proof of Other Family Members Attending College • Other Family Members who were not verified by the National Student Clearinghouse must submit official documentation, displaying a school seal, from the school stating the student is: • enrolled as a full-time matriculated student in a postsecondary institution for at least one term of the same academic year for which an award is being sought • Documentation is not accepted through DocTrac • Original Documentation must be submitted by mail

19. Student Record Maintenance

20. Thank you!

21. HESC Priority Services 866-431-4372 or priorityservices@HESC.ny.gov