MAFAA Spring Conference 2013 Using Output from the MN On-Line Student Eligibility Questionnaire 2013-2014

1. MAFAA Spring Conference 2013Using Output from theMN On-Line StudentEligibility Questionnaire2013-2014 • Presented by Ginny Dodds, Manager State Financial Aid • MN Office of Higher Education • May 9, 2013

2. MN On-Line Student Eligibility Questionnaire • When MN resident student submits the original FOTW, confirmation page will show link/message to access state financial aid application • Student must list MN as state of legal residence on FOTW to see link on FOTW confirmation page • Must be student’s original FOTW, not correction • 50-60% of students in other states using FOTW state interface click on state link • OHE will have secure web site for students to access if they miss the FOTW link • USDE recently removed “Optional” from state link language on FOTW confirmation page

3. MN On-Line Student Eligibility Questionnaire • Student must click on MN link on FAFSA on the Web confirmation page to be redirected to OHE on-line questionnaire web site First optional feature only appears for dependent students

4. MN On-Line Student Eligibility Questionnaire • Student then redirected to OHE’s web site for the on-line student eligibility questionnaire • OHE has access to student’s FOTW data • Data has not yet gone through Central Processing System edits and matches • Will use dependency section Yes/No responses to determine student’s dependency status • OHE will use FOTW data for on-line questionnaire skip logic

5. MN On-Line Student Eligibility Questionnaire • Based on FOTW data, some students will be immediately screened out and not have to complete on-line questionnaire: • DOB < 07/01/1993 AND • Grad/Prof student? = 1 (yes) OR • Degree/cert code = 8 (grad/prof) OR • Bachelor’s degree = 1 (yes) • Citizenship question = 3 (not eligible) • No participating MN college codes on FOTW • Student already successfully completed on-line questionnaire in previous year and no new participating college codes on FOTW

6. MN On-Line Student Eligibility Questionnaire • Students immediately screened out will see this web page

7. MN On-Line Student Eligibility Questionnaire • Students not screened out see this Intro Screen • Must click on ‘Continue’ to complete questionnaire • Otherwise, will get stored as incomplete form

8. MN On-Line Student Eligibility Questionnaire

9. MN On-Line Student Eligibility Questionnaire • What about students who: • Opt out of the state link on original FOTW? • Start but don’t successfully complete the on-line questionnaire after FOTW?

10. MN On-Line Student Eligibility Questionnaire • OHE loads ISIR records each night • Will cross reference on-line questionnaire database to determine if student has successfully completed questionnaire • Will push out email to student with unique link to on-line questionnaire if: • Student not screened out; AND • No on-line questionnaire on file OR • Incomplete questionnaire on file • OHE “copies” existing on-line questionnaire to any new colleges listed on ISIR

11. MN On-Line Student Eligibility Questionnaire • If student loses unique link sent by OHE, can log in at: https://www.ohe.state.mn.us/ssl/fafsa_quest/index.cfm • Enters Social Security Number

12. MN On-Line Student Eligibility Questionnaire • On next screen, student enters: • Last Name • Date of Birth

13. MN On-Line Student Eligibility Questionnaire • If no successful match with OHE’s ISIR, screen will instruct student to call State Grant unit for assistance • Once logged on, process will be identical to that of student redirected from original FOTW

14. MN On-Line Student Eligibility Questionnaire • OHE questionnaire database will be similar to State Grant on-line hold report system • Schools will log in with username and password used for State Grant web access screen • No automated email notifications, since there will likely be changes every night • On SG web access screen, select option for ‘State Grant On-Line Student Eligibility Report’ • Schools can sort students by date range to pull up most recent transactions • Student record can be viewed and/or printed

15. MN On-Line Student Eligibility Questionnaire 2014 for 2013-2014 Use this to look up individual student Use this to look up individual student Create date range for report. End date should be one day after end date wanted. Large colleges may need to use multiple date periods to pull up all records.

16. MN On-Line Student Eligibility Questionnaire

17. MN On-Line Student Eligibility Questionnaire • Click on student’s name to open up student record • Some students will have multiple records for same aid year • Started questionnaire without completing and came back to it later • Use date/time stamp to determine which is the most recent record

18. MN On-Line Student Eligibility Questionnaire • ‘Student Successfully Completed SG Questionnaire’ field will be Y (Yes) if student completed process • Student can no longer access questionnaire after completion • ‘Student Successfully Completed SG Questionnaire’ field will be N (No) if student was screened out (e.g. graduate student, etc.) or quit process prior to completion • ‘Student Successfully Completed SG Questionnaire’ field will be I (Invalidated) if state residency fields on newest ISIR reverse a previous residency confirmation on a completed questionnaire

19. MN On-Line Student Eligibility Questionnaire • ‘State Residency Status’ field • ConfirmedMN HS grad while residing in MN or dependent and parents’ state of legal residence = ‘MN’. No further action needed unless school has conflicting information. • Unconfirmed School will need to do further review using student’s questionnaire responses and/or additional documentation • Reversed Was previously Confirmed but new ISIR residency fields changed • Dependent student’s parents’ state of residence changed from MN to another state • Dependent student changed to independent student and wasn’t a MN high school graduate • High school state on ISIR changed from MN to another state

20. MN On-Line Student Eligibility Questionnaire • Middle portion of student print record • OHE has since converted dates to MMCCYY • Automated email sent to State Grant staff if student meets criteria for 12-month waiver • OHE will collect any necessary documentation and inform school of result

21. MN On-Line Student Eligibility Questionnaire • Bottom portion of student print record • Transcripts Required field set to Y (Yes) if student lists 810 or more days of attendance (30 days X 9 months X 3 years) • Default value of N (No) unless student lists postsecondary attendance of 810 or more days

22. MN On-Line Student Eligibility Questionnaire Cases where no additional documentation required (absent conflicting information) to determine state residency • State Residency Status field is Confirmed* OR • State Residency Status field is Unconfirmed AND • ‘Student Successfully Completed Questionnaire’ field is ‘Y’ AND • Student completed residency and postsecondary attendance history sections on questionnaire and school can make residency determination based on student’s responses alone • Must wait for OHE to forward documentation to school if student meets exceptions to 12-month residency requirement *make sure HS was actually in MN

23. MN On-Line Student Eligibility Questionnaire Cases where no additional documentation required (absent conflicting information) to determine amount of previous postsecondary attendance • ‘Student Successfully Completed Questionnaire’ field is ‘Y’ AND • ‘Indicated No Attendance Beyond High School’ field is Y (Yes) and ‘Transcripts Required’ field isN(No) • ‘Indicated No Attendance Beyond High School’ field is N (No), listed previous postsecondary attendance and ‘Transcripts Required’ field is still N (No) • Impossible for student to have 3 years of full-time postsecondary attendance prior to aid year starting

24. MN On-Line Student Eligibility Questionnaire Cases where additional documentation is required • ‘Student Successfully Completed State Grant Questionnaire’ field is N (No) • ….Unless ‘State Residency Status’ field is Confirmed and impossible for student to have at least 3 years of postsecondary attendance prior to aid year • ‘Student Successfully Completed State Grant Questionnaire’ field is I (Invalidated) and ‘State Residency Status’ field is ‘Reversed’ • Reverses previously confirmed residency status due to subsequent changes to ISIR residency fields • OHE emails student with link to questionnaire so student can complete full questionnaire

25. MN On-Line Student Eligibility Questionnaire Cases where additional documentation is required • ‘Transcripts Required’ field is set to Y (Yes) because student listed 810 or more days of attendance • …unless school has existing documentation that the student didn’t actually attend 810 or more days • …unless the 810 or more days includes future postsecondary attendance listed by student • ‘Tuition reciprocity benefits from another state?’ = Y (Yes) and school is public institution • Student must turn down reciprocity benefits to be considered a MN resident

26. MN On-Line Student Eligibility Questionnaire Cases where additional documentation is required • ‘If you currently reside in another state/country, are you physically attending a MN college?’ is Y (Yes) or N (No) rather than N/A • If student living in another state, school must confirm student is physically attending classes in MN • If student lists postsecondary attendance and indicates a previous withdrawal for active military service or major medical illness • School must collect documentation from student to exclude that term’s attempted credits from applying to 4-year limit

27. MN On-Line Student Eligibility Questionnaire • Schools should print or electronically store student on-line SG questionnaire records for auditing purposes • If school used questionnaire to determine eligibility • If student’s questionnaire is successfully completed, student will NOT have to repeat on-line questionnaire process in future aid year (unless student adds new school on FAFSA) • However, if school subsequently receives conflicting information, school must resolve

28. MN On-Line Student Eligibility Questionnaire • Participating schools not required to use on-line SG questionnaire results for every student • e.g. school might have own system for confirming residency based on ISIR residency fields and only need to download questionnaires for students not meeting those criteria

29. MN On-Line Student Eligibility Questionnaire • Schools may also opt to receive student questionnaire data via electronic file format • School would download batch of students records from SG web access screen and load to its database • May be more preferable for large schools with highly automated processes • Contact OHE if interested • Won’t be available until 2014-2015

30. MN On-Line Student Eligibility Questionnaire

31. MN On-Line Student Eligibility Questionnaire • Further questions/information contact: Ginny Dodds, Manager State Financial Aid Programs MN Office of Higher Education (651) 355-0610 Ginny.Dodds@state.mn.us