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Session 17

Session 17. ACG/SMART: Reporting from CPS to COD Sue O’Flaherty and Kathleen Wicks. A Financial Aid Win… From a letter to The Philadelphia Inquirer , September 7, 2006.

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Session 17

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  1. Session 17 ACG/SMART: Reporting from CPS to COD Sue O’Flaherty and Kathleen Wicks

  2. A Financial Aid Win…From a letter to The Philadelphia Inquirer, September 7, 2006 “… Recently, I met with one of our students – a minority student from Pennsylvania, a star football player, an honor biology student, a wonderful citizen on our campus, but also a financially needy young man --- who was $4100 short of paying his bill after all means of aid were exhausted. He came back to see me, and I had the pleasure of seeing his head come up high when I told him his hard work has paid off, that we had just awarded him a $4000 National SMART Grant. All the meetings we’d had with departments on campus, all the work getting the computers updated with the new grant info, all the paper we’d pushed to finalize the awards became worth it when I felt the full impact of his smile.” Ginny Bradley, Associate Director of Student Financial Service, Ursinus College, Collegeville PA

  3. Other ACG/National SMART Interest Sessions • #5 Student Eligibility and Academic Year Issues • #6 Transfer Student and Rigor/Major Issues • #18 EDExpress Changes for HERA and 2007-2008 • #19 A Day in the Life at the COD School Relations Center • #26 Negotiated Rulemaking Open Forum

  4. Topics Covered • Institutional and Student Eligibility • Phased Implementation Approach • Reporting ACG/National SMART to COD • Differences Between Pell and ACG/National SMART • ACG/National SMART School Reports • NSLDS and ACG/National SMART • ACG/National SMART COD Processing

  5. Institutional Participation • All schools that participate in Pell Grants and offer an eligible educational program must participate in ACG and National SMART Grants • No new Program Participation Agreement (PPA) • Must review self-identified applicants

  6. Institutional Eligibility • Approximately 5400 schools participate in Pell • Of these, 3350 are eligible for ACG • Of these, 1944 are eligible for both ACG and National SMART

  7. Institutional Eligibility • Offers a 2 or 4 year degree program • Program length in COD • 5,6,7,8 for ACG • 6,7,8 for National SMART • See School Information, “General” page at COD Web site (cod.ed.gov)

  8. Institutional Eligibility • Based on school program information as reported in the Application for Approval to Participate in Federal Student Financial Aid Programs (See eligcert.ed.gov) • COD Edit 48 “School is Ineligible” returned on student disbursement if school is ineligible • No edit on student program length

  9. Student Eligibility • US Citizen • Enrolled in 2 or 4 year degree program • Pell recipient • Full time • HS graduation after 1/1/06 (ACG Level 1) • HS graduation after 1/1/05 (ACG Level 2)

  10. Student Eligibility • Rigorous HS curriculum (ACG only) • 3.0 GPA (ACG Level 2 and National SMART) • Eligible Fields of Study (National SMART only)

  11. Additional Student Eligibility Criteria • Student may not receive ACG or National SMART concurrently from more than one school. • ACG and National SMART must be received from same school from which Pell Grant is received.

  12. ACG/National SMART Phased COD Implementation Full functionality for ACG and National/SMART in COD will occur in four phases. • Implementation of ACG Web Screen July 1, 2006 • 5.1B July 29, 2006 • 5.2B December 16, 2006 • 6.0 April 14, 2007

  13. 06-07 ACG CPS Web Screens • On July 1, 2006 • Potentially eligible students sent notification to answer additional questions on ACG Web Screen • Paper filers were sent a comment on a SAR to complete questions on the ACG Web Screen or call 1-800-4FEDAID and answer ACG questions on the phone

  14. 06-07 ACG CPS Web Screens • Questions include: • High School graduation • State student completed high school program • Rigorous program questions • After July 1, 2006, ACG eligibility questions are provided to potentially eligible students during the FAFSA process

  15. 06-07 ACG CPS Processing • Response sent on ISIR to School • Comment Codes on ISIR tied to each Rigorous Program response from student • Schools receive daily flat file with response information

  16. 07-08 ACG CPS Processing • There is no need for a “mass notification” process for 2007-08 • ACG questions will continue to be “served up” to potentially eligible applicants as part of the FOTW experience

  17. 07-08 ACG CPS Processing • SAR and ISIR comment codes will remain the same • Potentially eligible 2007-08 paper filers will continue to receive a message on the SAR to either go to Corrections on the Web or to call 1-800-4FEDAID to complete ACG questions

  18. 07-08 ACG CPS Processing • Current year ACG recipients, when applying for 2007-08, will also be provided ACG questions if they continue to meet the criteria for being considered as “potentially eligible”

  19. 07-08 ACG CPS Processing • ACG Eligibility Reason Codes: “01”, “02”, and “03” will remain the same in 2007-08 • ACG Program Codes (used when reporting an “01” eligibility reason code) in use for 06-07 will be used for 2007-08

  20. 07-08 ACG Rigorous Programs • Additional programs may be approved by the Secretary in response to the November 1, 2006 deadline for submitting new rigorous program proposals. • New programs approved by the secretary for 07-08 will receive a new program code. A list of new program codes will be posted as soon as it is available.

  21. ACG/National SMART Phased COD Implementation • 5.1B July 29, 2006 • Initial authorizations to schools • School funding displayed on COD Web and available in GAPS • Process to adjust authorizations upon request

  22. ACG/National SMART Initial Authorizations • Based on proportional volume of 2005-2006 Pell Grant recipients at 2- and 4-year degree-granting schools • $221m in ACG • $208m in National SMART

  23. ACG/National SMART Initial Authorizations • Estimated amounts to fund disbursements until mid-December. • Pell JIT schools must draw from GAPS • Cash Management regulations in 34 CFR 668 Subpart K apply

  24. ACG/National SMART Funding • Schools can request additional funds for Fall Term until mid-December • Electronic Announcement Posted 8/9/2006 Procedure for Fall 2006 Adjustments to ACG and National SMART Grant 2006-2007 Award Year Initial Authorizations • Send email to: COD School Relations Center at CODSupport@acs-inc.com • Request amount needed for fall disbursements

  25. Status to Date: 5.1B • Adjustments without student reporting until mid-December. • E-mail notifications regarding ACG and National SMART Grant awards suspended until January 17, 2007. • Please draw funds for eligible student disbursements so ED can project for 07-08

  26. ACG/National SMART Phased COD Implementation 5.1B • ESOA Message Classes • ACG = AGAS07OP • Batch ID =AA • National SMART = SGAS07OP • Batch ID = SA

  27. Reporting ACG/National SMART

  28. ACG/National SMART Reporting • The earliest date on which a school was able to disburse an ACG or National SMART Grant for the 2006-2007 Award Year, either with Federal funds or its own funds, was July 1, 2006. • Always report disbursement date, not date sent to COD

  29. ACG/National SMART Phased COD Implementation • 5.2B December 16, 2006 • Common Record and Web processing • Submission of student level data begins • COD reports disbursements to NSLDS daily

  30. ACG Reporting • Establishing an ACG Origination Record • The following fields are required for ACG • All fields required to establish a Pell Grant, plus: • Financial Award ID • Financial Award Number • Student Level Code • Eligibility/Payment Reason Code • High School Program Code (if eligibility/payment code = 01) • Citizenship Status Code (optional)

  31. ACG Reporting Elements • Eligibility Payment Reason Code • Required for ACG only • 01 = Rigorous High School Program • 02 = Advanced Placement/International Baccalaureate Coursework and tests • 03 = Coursework

  32. ACG Reporting Elements • Rigorous High School Program Code • Required for ACG only • 6 digit, alpha numeric • Required for ACG Eligibility Reason Code 01 only • Example, AL0001 • See Volume VI, Section 9 of COD Technical Reference

  33. National SMART Reporting – Establishing an Award • The following fields are required for a National SMART origination record: • All the fields required to establish a Pell Grant, plus: • Financial Award ID • Financial Award Number • Student Level Code • Program CIP Code • Citizenship Status Code (may be taken from CPS)

  34. National SMART Reporting – Establishing an Award • Major Program of Study CIP Code • CIP Codes can be found on IFAP • See Revised List of Eligible Majors published 08-25-2006 http://ifap.ed.gov/dpcletters/Gen0615.html

  35. New Required Record Elements • Financial Award ID & Financial Award Number are new concepts for grant program • Financial Award ID • Helps COD distinguish multiple awards for the same student at the same school for the same Award Year • Assists in properly directing overpayment information at Collections • Comparable to Loan ID

  36. New Required Record Elements • Financial Award Number • The last 3 positions of the Award ID • Demonstrates a change of award within an academic year

  37. New Required Record Elements • Elements of the Financial Award ID • Current SSN • Award Type (A=ACG, T = National SMART) • Award Year (07) • Pell School ID • Financial Award Number • 21 characters in length

  38. Financial Award ID & Financial Award Number • Example 1 - Student A Student level code of 1 receives an ACG Award $750 Fall Disbursement $375 Award ID xxxxxxxxxA07xxxxxx001 Financial Award Number 001 Spring Disbursement $375 Award ID xxxxxxxxxA07xxxxxx001 Financial Award Number 001

  39. Financial Award ID & Financial Award Number • Example 2 - Student B Student level code of 1 receives an ACG Award $750 Fall Disbursement $375 Award ID xxxxxxxxxA07xxxxxx001 Financial Award Number 001 Progresses to student level code of 2 receives an ACG Award $1300 Spring Disbursement $650 Award ID xxxxxxxxxA07xxxxxx002 Financial Award Number 002

  40. Financial Award ID & Financial Award Number • Example 2 - Student B, continued Student B continues to have ACG award eligibility, with a student level code of 2, for the following Fall semester…. Fall Disbursement $650 Award ID xxxxxxxxxA08xxxxxx001 Financial Award Number 001

  41. Financial Award ID & Financial Award Number • Example 3 - Student C Student level code of 3 receives a SMART Award $4000 Fall Disbursement $2000 Award ID xxxxxxxxxT07xxxxxx001 Financial Award Number 001 Spring Disbursement $2000 Award ID xxxxxxxxxT07xxxxxx001 Financial Award Number 001

  42. Financial Award ID & Financial Award Number • Example 4 - Student D Student level code of 3 receives a SMART Award $4000 Fall Disbursement $2000 Award ID xxxxxxxxxT07xxxxxx001 Financial Award Number 001 Progresses to student level code of 4 and receives a SMART Award $4000 Spring Disbursement $2000 Award ID xxxxxxxxxT07xxxxxx002 Financial Award Number 002

  43. Financial Award ID & Financial Award Number • Example 4 - Student D, continued Student D continues to have SMART award eligibility, with a student level code of 2, for the following Fall semester…. Progresses to student level code of 4 and receives a SMART Award $4000 Spring Disbursement $2000 Award ID xxxxxxxxxT08xxxxxx001 Financial Award Number 001

  44. ACG/National SMART Reporting • COD establishes award information per student, per school, and per grade level • Student level code can span multiple award years • Maximum schedule award amount for ACG and National SMART awards at a single school or across multiple schools cannot exceed the maximum scheduled award amount

  45. Student Eligibility Not Required to Be Reported to COD • US Citizen • Optional • If not reported, taken from CPS according to Transaction # • Enrolled in 2/4 year degree program • Not reported to COD • COD Edit is on institutional eligibility

  46. Student Eligibility Not Required to Be Reported to COD • Pell Recipient • Not reported • Must be Pell eligible according to CPS Transaction # • FSA review of exception reports

  47. Student Eligibility Not Required to Be Reported to COD • HS Graduation Date • Not reported to COD • Documentation retained by school • 3.0 GPA • Not reported to COD • Calculation and documentation at school

  48. Student Eligibility That Must Be Reported to COD • Academic Level • Reported to COD • Documentation retained at school • Rigorous HS Curriculum • ACG only • Eligible Fields of Study • National SMART Grant only

  49. Differences Between Pell and ACG/National SMART • Overaward Logic (POP) • Automatic corrections option • Timing of actual disbursements • Required record elements

  50. Overaward Logic (POP) • Pell allows overaward at multiple schools for 30 days • For ACG/National SMART, COD System rejects disbursement records when the sum exceeds the scheduled award amount limit • At same school • At multiple schools

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