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Campus-Based Program Update

Session 2. Campus-Based Program Update. Tamy Garofano and Pat Stephenson| Nov-Dec. 2016 U.S. Department of Education 2016 FSA Training Conference for Financial Aid Professionals. Topics. Overview of Campus-Based Programs and FISAP FISAP Part II eCB Self-Service Features

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Campus-Based Program Update

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  1. Session 2 Campus-Based Program Update Tamy Garofano and Pat Stephenson| Nov-Dec. 2016 U.S. Department of Education 2016 FSA Training Conference for Financial Aid Professionals

  2. Topics • Overview of Campus-Based Programs and FISAP • FISAP Part II • eCB Self-Service Features • Title III/V Designation • Federal Perkins Loan Program • Underuse of Funds • Federal Work Study (FWS) Community Service Requirement • Reallocation of Funds • Supplemental Funding • Annual Closeout • FISAP Change Requests • Work Colleges Program • Comprehensive Transition and Postsecondary Programs (CTP)

  3. Campus-Based Programs • Federal Supplemental Opportunity Grant – (FSEOG) – Funding Authorization • Federal Work-Study (FWS) – Funding Authorization • Federal Perkins Loan – School revolving fund

  4. FISAP • The Fiscal Operations Report and Application to Participate (FISAP) • Schools must complete the FISAP to: • Request Campus-Based funding for the upcoming year (Application to Participate) • Report Campus-Based expenditures for the prior year (Fiscal Operations Report)

  5. FISAP Award Years

  6. FISAP Part II • Impact on Funding Authorizations • Amount Requested • Total Enrollment • Total Tuition and Fees • Total Federal Pell Grant Expenditures • Calendar Type • Traditional • Non-Traditional • Eligible Aid Applicants

  7. FISAP Part II

  8. FISAP Part II

  9. FISAP Part II – Impact on Funding Will never receive more in Campus-Based funds than requested in Part II of the FISAP Will never receive more than Fair Share (unless Base Guarantee is greater) Will receive Base Guarantee at minimum (or the lesser of Base Guarantee and amount requested)

  10. CB Final Funding Worksheet

  11. Statement of Account (SOA)

  12. Title III and Title V Program Authority • Authority for Designation of Eligible Institution – Programs under Parts A and F of Title III and Title V of the Higher Education Act (HEA): • Strengthening Institutions Program (SIP) • Alaska Native and Native Hawaiian-Serving Institutions (ANNH) • Predominantly Black Institutions (PBI) • Native American-Serving Nontribal Institutions (NASNTI) • Asian American and Native American Pacific Islander-Serving Institutions (AANAPISI)

  13. Title III and Title V Program Authority • Authority for Designation of Eligible Institution – Programs under Parts A and F of Title III and Title V of the HEA (continued): • Hispanic-Serving Institutions STEM and Articulation (HSI STEM and Articulation) • Developing Hispanic-Serving Institutions (HSI) • Promoting Post-Baccalaureate Opportunities for Hispanic Americans (PPOHA)

  14. Title III and Title V Process - 2016 • 2016 Process • Federal Register notice announcing process for designation of eligible institutions for fiscal year 2016 (eligibility matrix) for Programs under Parts A and F of Title III and Title V of the HEA to be published in December See Federal Register notice for full details

  15. Title III and Title V Process - 2016 • 2016 Process • An Eligibility Matrix uses information submitted by institutions to the National Center for Education Statistics (NCES) and Integrated Postsecondary Education Data System (IPEDS) to determine whether an institution meets basic eligibility requirements for the programs authorized under Title III or Title V • Requirements relate to enrollment needy students and to core expenses per full-time equivalent student for base year 2014-2015

  16. Title III and Title V Designation • An institution designated as an “Eligible Title III or Title V Institution” will: • Be published on eligibility matrix • Receive the one-year institutional match for FWS and FSEOG waiver • Be eligible to apply for a Title III or Title V grant award

  17. Institution Denied Designation • An institution that is denied designation as an eligible institution can: • Apply to the Secretary of Education for a waiver of the requirements of needy student enrollment or Core Expenses as detailed in the instructions for completing the application IMPORTANT Watch for Federal Register Notice with important details – published in early December

  18. Annual Process Flow

  19. Perkins Loan Program • Federal Perkins Loan Program Extension Act of 2015 • Extends program through September 30, 2017 • Effectively eliminates the eligibility for graduate students to receive Perkins Loans • Requires consideration of all Direct Loan eligibility for undergraduates (based on new or current borrowers) prior to awarding Perkins Loans to undergraduate students

  20. Perkins Loan Program • Federal Perkins Loan Program Extension Act of 2015 • Requires school disclosures • Requires return of federal share or revolving fund (not related to wind-down of program)

  21. Perkins Excess Liquid Capital • Authority to require return of Excess Liquid Capital (ELC) under Section 466(c) of the Higher Education Act • Annual process of returning ELC is not directly related to the wind-down of the Federal Perkins Loan Program • Emails to institutions with “estimated” Excess Liquid Capital included system-generated Proportional shares worksheet – deadline was November 17.

  22. Federal Perkins Loan Program • Specific details about the Federal Perkins Loan Program and Excess Liquid Capital will be discussed during the following repeated sessions:

  23. Underuse of Funds • Schools with an underutilization of Campus-Based funds that exceeds 10% of their annual authorization are penalized. The annual authorization for the following year will be reduced by the dollar amount of the underutilization • Schools that do not exceed the 10% threshold are not penalized

  24. Example - FSEOG Underuse • 2015-2016 Underuse Reported on 2017-2018 FISAP: • Annual FSEOG Authorization: $100,000 • Amount of FSEOG Expended: $ 50,000 • Amount of FSEOG Unexpended: $ 50,000 Amount of Penalty to 2017-2018 FSEOG: $50,000

  25. Determine Underuse Percentage • For FSEOG: Unexpended FSEOG Authorization (IV/E/18) / Final adjusted FSEOG authorization(IV/A/1) x 100 = % unexpended FSEOG authorization • For FWS: Unexpended FWS authorization (V/E/19) / Final adjusted FWS authorization (V/A/1) x 100 = % unexpended FWS authorization If either result is more than 10%, your 2017-2018 authorization for the program will be reduced by the dollar amount unexpended in 2015-2016

  26. Underuse of Funds Can schools avoid the underuse penalty to their annual authorization? • Schools are sent a notification after the October 1 FISAP filing deadline if they reported unexpended FWS or FSEOG funds on the FISAP • Schools have until December 15 to review, reconcile, and revise FISAP entries

  27. Underuse of Funds • Schools with more than 10% remaining underused/unexpended in either FWS or FSEOG or both, may submit an Underuse Waiver request • Waiver approvals are provided to schools with rare, extenuating circumstances beyond the school’s control for not utilizing their funds, such as: • Death of FAA • Catastrophic weather

  28. Underuse of Funds • Waiver Process • Common Denials: • The school had difficulty making necessary Campus-Based awards to students • Awarded students did not return the second semester • New Financial Aid Administrator • Staff did not realize the funds had not been expended until too late in the year

  29. Underuse of Funds • Waiver Process - To Apply: • Access your submitted 2017-2018 FISAP and select “Yes” in Part II, Section C, Item 6 • Click “submit” at the bottom of the menu, then select ‘Submit Waiver” from the drop down list • On the “Additional Information” screen explain the circumstances that caused the underuse of the authorization • Click the “Submit” button under the justification, then click “Continue to Submit” • A confirmation message will display • The deadline to request this waiver is February 6, 2017

  30. FWS Community Service Requirement • Each school that participates in the FWS program is required to expend at least seven percent (7%) of its total FWS federal authorization to compensate students employed in community service activities • In meeting that seven percent (7%) community service expenditure requirement, one or more of the school’s FWS students must be employed as a reading tutor for children in a reading tutoring project or performing family literacy activities in a family literacy project. [34 CFR 675.18(g)(1)]

  31. FWS Community Service • Failure to Meet the Requirement • A school that fails to meet one or both of the FWS community service requirement may be required to return FWS federal funds in an amount that represents the difference between the amount a school should have spent for community service and the amount it actually spent • A school that is not compliant with the FWS community service requirements may be subject to a Limitation, Suspension, and Termination (L, S, & T) proceeding, through which the school could be denied future participation in the FWS Program, and possibly other Title IV, HEA programs, and/or subject to a substantial fine

  32. FWS Community Service • Waiver Process • The Secretary may waive one or both of the community service requirements for a school if the school has demonstrated that enforcing the requirement(s) would cause a hardship for the students at that school • The fact that it may be difficult for the school to comply with the requirement(s) is not in and of itself a basis for granting a waiver. [34 CFR 675.18(g)(2)]

  33. FWS Community Service • Waiver Process • In the past, the Secretary has approved a limited number of waivers when schools were able to demonstrate an exceptional circumstance. For example: • Small FWS Annual Authorization • Rural Area • Specialized Program of Study

  34. FWS Community Service • Waiver Process • Common Denials: • The school was unable to generate sufficient FWS positions to utilize the funds • The school had difficulty making necessary FWS awards to students • Awarded students did not return the second semester • New Financial Aid Administrator • Staff did not realize the funds had not been expended until too late in the year

  35. FWS Community Service • Submission Requirements • A school must submit its waiver request to the Department of Education (ED) electronically via the eCampus-Based (eCB) Website at the “Community Service Waiver” link at the top of the “Setup – Change Years/Schools” page • The school’s waiver request must specify whether the school is requesting a waiver of the seven percent (7%) community service requirement, the reading tutor or children or family literacy project requirement, or both. It must also include detailed information to demonstrate that complying with the requirement(s) would cause hardship for the school’s students

  36. FWS Community Service • Waiver Process • The deadline for electronic submission of a school’s waiver request is 11:59 p.m. (ET) on Monday, April 24, 2017 • Transmissions must be completed and accepted by 12:00 midnight • A waiver request that is received after April 24, 2017 will not be considered

  37. Reallocation of Funds • The Campus-Based Reallocation form must be completed if: • A school does not intend to spend its entire 2016-2017 FWS or FSEOG authorization; or • A school wants to request supplemental 2017-2018 FWS funds that will be used to employ students in community service jobs (not for any other purpose), and the school had a FWS fair share shortfall as shown on line 28 of the school’s 2017-2018 final funding worksheet, provided with its final authorization letter published no later than April 1, 2017

  38. Reallocation of Funds • Annual Electronic Announcement provides detailed information and Worksheet • Deadline for submission is mid-August • Campus-Based Reallocation Form OMB No.1845-0030 • Do not send this worksheet to the U.S. Department of Education. Enter data in the reallocation module of the FISAP on the Web at http://cbfisap.ed.gov/

  39. Reallocation Form

  40. Reallocation of Funds • To access the Campus-Based Reallocation Form, log into the eCB website and select the “Setup” link on the top navigation bar. Select the “Reallocation Form” link on the top right side of this page. From that point, follow the instructions for completing the form • After completing the Campus-Based Reallocation Form, click on the “Submit” button. You can verify submission by viewing the Submission Log on your eCB Self-Service page

  41. Reallocation of Funds • FWS federal funds released on the Campus-Based Reallocation Form by the deadline date will not be included in the calculation of the institutional requirement to spend at least seven percent (7%) of its FWS federal authorization to pay the federal share of compensation to students employed in community service positions • Unexpended amounts of the federal authorization reported on the FISAP that is due by October 1, 2017, will not reduce the institutions FWS federal allocation for purposes of determining compliance with the seven percent (7%) community service requirement

  42. Supplemental Funding • Each year prior to September 30th, the Department of Education uses information collected on the Campus-Based Reallocation Forms returned by schools, to reallocate unexpended Federal Supplemental Educational Opportunity Grant (FSEOG) and Federal Work-Study (FWS) program funds from the previous award year as supplemental allocations for the current award year • Note: Because there were no new Perkins Loan funds appropriated for the 2016-2017 Award Year, there will be no Perkins Loan funds available to be awarded for the 2017-2018 Award Year through the supplemental award process

  43. Supplemental Funding • Supplemental Campus-Based funds will be distributed in accordance with section 413D(d) for FSEOG and section 442(d) for FWS of the Higher Education Act of 1965, as amended, and the regulations at 34 CFR 673.4

  44. Supplemental Funding • The Department Of Education will award 100 percent of the available FWS funds to schools with a 2017-2018 fair share shortfall (final funding worksheet for FWS, line 28) that: • Requested a supplemental 2017-2018 FWS allocation on line 5 of the Campus-Based Reallocation Form to compensate students employed in community service jobs during the 2017-2018 Award Year; and • Indicated on line 4 of the Campus-Based Reallocation Form that they spent at least five percent (5%) of their total 2016-2017 FWS funds to compensate students employed as reading tutors of children or in family literacy activities as part of their community service activities

  45. Supplemental Funding • FSA will verify that a school spent at least five percent (5%) of its total 2016-2017 FWS allocation to compensate students employed as reading tutors of children in family literacy activities as part of its community service activities when the school submits its Fiscal Operations Report and Application to Participate (FISAP) due October 1, 2017 • If a school received supplemental FWS funds for which it was not entitled, those funds will be de-obligated from G5 (the Department of Education’s system through which authorized recipients complete payment-related activities) • Note: All (100%) of the supplemental FWS funds must be used to compensate students employed in community service activities

  46. Supplemental Funding • By the end of September, schools are notified by email if they received supplemental Campus-Based funds • This email is sent to the Financial Aid Administrator identified on the most recently submitted FISAP, or as updated via the “Contact Info” page on the eCB Website • In the email, schools will be referred to the school’s Statement of Account (SOA) on the eCB Website which will reflect the supplemental award amount for each program

  47. Supplemental Funding • To access the Statement of Account (SOA), schools should: • Log into the eCB Website; • Select the “Self-Service” link from the top navigation bar; • Scroll to the “Campus-Based Notifications for All Available Award Years” section; • Scroll to the “Statement of Account” bullet; and, • Click on the appropriate year link next to it

  48. Annual Closeout • Campus-Based awards are closed out each year in February • This process involves reconciling a school’s authorized award for each program with the amounts reported as expended on the FISAP

  49. Annual Closeout • For example: • FWS Authorized Amount: $ 50,000 • Amount reported as expended on FISAP: $ 40,000 • Amount of authorized amount not spent: $ 10,000 • Amount de-obligated from G5 at Closeout: $ 10,000

  50. Annual Closeout • The closeout amount will appear in G5 as the authorized amount for the 2015-2016 award year • If a school drew down more than what was reported as expended on its FISAP, a negative amount will appear in the “available balance” line in G5 after the closeout process occurs • The school must repay the negative balance back to G5 in order to reconcile the account

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