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Compliance Concerns: R2T4 2013 Spring Conference WASFAA Federal Issues Committee

Compliance Concerns: R2T4 2013 Spring Conference WASFAA Federal Issues Committee Susan Johnson, UW-Whitewater Kristina Klemens, UW-Parkside Julie Waldvogel-Leitner, Moraine Park Technical College. Topics. R2T4 Regulation Resources Basic calculation Common terms Modules Discussion.

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Compliance Concerns: R2T4 2013 Spring Conference WASFAA Federal Issues Committee

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  1. Compliance Concerns: R2T4 2013 Spring Conference WASFAA Federal Issues Committee Susan Johnson, UW-Whitewater Kristina Klemens, UW-Parkside Julie Waldvogel-Leitner, Moraine Park Technical College

  2. Topics • R2T4 Regulation Resources • Basic calculation • Common terms • Modules • Discussion

  3. Section 484B of the HEA Enacted October 7, 1998, as part of the Higher Education Amendments of 1998 Final Reg published November 1, 1999 Dear Colleague Letter GEN-00-24 Final Reg published November 1, 2002 Dear Colleague Letter GEN-04-03 Dear Colleague Letter GEN-04-12 Dear Colleague Letter GEN-05-16 Final Reg published October 29,2010 Dear Colleague Letter GEN-11-14 IFAP – Program Integrity Q’s & A’s – Return of Title IV Funds FSA Handbook, Volume 5 R2T4 Regulation Resources

  4. Basic calculation Total # of days completed Total # of days scheduled to complete % aid earned X Total aid disbursed and aid that could have been disbursed Total aid – Earned aid Institutional charges X Unearned % = % of aid earned = Earned aid If greater than disb aid, student elig for post-withdrawal disbursement = Unearned aid = Amount for school to return

  5. Basic calculation, cont’d Unearned aid – Amount school returns Total loans – Loans school must disbursed return Amount student – Loans student must return must repay Total grants X 50% Initial amt of grants – Grant protection = Amount student returns = Loans student must repay = Initial amount of unearned grants = Grant protection = Grants student must return

  6. Clock hour schools • In a clock hour program, a student is considered to be a withdrawal if she/he does not complete all scheduled clock hours and weeks of instructional time. • For calculation: • Numerator is clock hours scheduled to be completed as of the student’s LDA • Denominator is clock hours scheduled to be completed in payment period/period of enrollment.

  7. Payment Period: A school-defined length of time for which financial aid funds are paid to a student. For programs using academic terms (semester, trimester, or quarter), a payment period is equal to a term. For programs not using academic terms, schools must designate at least two payment periods within an academic year that meets all applicable regulations. Period of Enrollment: The period for which a Stafford or PLUS loan is intended. Except at nonterm schools, the period of enrollment must coincide with a bona fide academic term established by the school for which institutional charges are generally assessed (e.g, semester, trimester, quarter, length of the student’s program or academic year). Also referred to as the loan period. Payment Period/Period of Enrollment

  8. Withdrawal Date: The date the student withdraws, as determined by the school. Date of determination: The date the institution became aware the student withdrew. Withdrawal Date

  9. School is required to take attendance by outside entity (i.e., accrediting agency) School itself has a requirement instructors take attendance The school or the outside entity have a requirement that can only be met by taking attendance May apply to a subset of students (i.e., students in a particular program) May apply for only a short period of time Required to Take Attendance

  10. Include, but are not limited to: Physically attending a class Submitting an assignment Taking an exam Attending an assigned study group Participating in an online discussion Initiating contact with a faculty member to discuss the subject Optional for the school to use Must be documented by the school (not the student) Academically Related Activity

  11. If conditions for a late disbursement were met before the student withdrew, include as aid that could have been disbursed All Student Aid (including Pell) - ED processed SAR/ISIR with official (not necessarily a valid) EFC Direct Loan – Institution originated the loan Perkins/FSEOG - Institution made the award Do not include a loan if the promissory note has not been signed at the time you complete the calculation Aid That Could Have Been Disbursed

  12. All charges for tuition and fees Room and board, if contracted with the school Expenses for required course materials if the student does not have a real and reasonable opportunity to purchase elsewhere Do not include discretionary expenses – parking, library fines, health services, etc. Institutional Charges

  13. Any course which does not span the length of the payment period or period of enrollment Even if student is attending full term courses, they are considered to be in a program offered in modules if at least one course does not span the entire payment period Example: 12 week term, could take combination of courses 3 weeks 3 weeks 3 weeks 3 weeks 12 week course Modules

  14. After beginning attendance in the payment period or period of enrollment, did the student cease to attend or fail to begin attendance in a course he or she was scheduled to attend? If the answer is no, this is not a withdrawal. If the an­swer is yes, go to question 2. When the student ceased to attend or failed to be­gin attendance in a course he or she was scheduled to attend, was the student still attending any other courses? If the answer is yes, this is not a withdrawal; however other regulatory provisions concerning recalculation may apply. If the answer is no, go to question 3.  Did the student confirm attendance in a course in a module beginning later in the period (for nonterm and nonstandard term programs, this must be no later than 45 calendar days after the end of the module the student ceased attending)? If the answer is yes, this is not a withdrawal, unless the student does not return. If the answer is no, this is a withdrawal and the Return of Title IV Funds re­quirements apply. How to determine if a student enrolled in module courses has withdrawn

  15. R2T4 Modules Example 1 Winter is considered a “module” of spring for FA purposes. • Winter is from January 7th-February 2nd • Spring is from February 4th-May 17th • Spring Break is March 24-31st 4 weeks 15 weeks (spring) 19 week total award period

  16. R2T4 Modules Example 1 Student enrolled for 3 credits for winter, 12 for spring and was awarded full time eligibility. Winter grade posted after spring started, student received “FN” grade indicating unofficial withdraw To determine if an R2T4 was required, I: • Contacted professor’s for spring. • Student was attending for spring, therefore no R2T4 required • No aid adjustment was required because student was still full time

  17. R2T4 Modules Example 1 Shortly after contacting the professors, the student fully withdrew for spring An R2T4 was required. To correctly calculate, I: • Contacted professor for winter to determine how long the student attended • Determined how many days student attended for spring • Determined total days of award period

  18. R2T4 Modules Example 1 Student attended: • 7 days for winter + • 10 days for spring • 17 total days Award Period was: • 130 total days - • 8 day spring break • 122 total days Total # of days completed =17 days # of days scheduled to complete =122 days =13.9% earned

  19. R2T4 Modules Example 2 Summer Term consists of 12 weeks, with multiple modules (3 week, 6 week, 9 week, or full term courses). Student enrolled in 2nd 3 week and 3rd 3 week: 3W, Module 2: June 18 – July 6 3W, Module 3: July 9 – July 27 Student completed Module 2 and dropped Module 3 on July 6. Does this require R2T4?

  20. R2T4 Modules Example 2 Yes! When a student withdraws and completes on the same day, R2T4 is required. Total # of days completed = 19 days # of days scheduled to complete = 40 days Earned aid is 47.5% One more thing to consider. . .

  21. R2T4 Modules Example 2 Student’s aid: Pell Grant: $1387 (half time) Unsub: $2006 (net $1996) Student did not begin attendance in all classes, so recalculate Pell first. Pell: $694 (less than half time) Unsub: $1996 Total Aid: $2690 X 47.5% = $1277.75 earned

  22. R2T4 Modules Example 3 • Summer term is 12 weeks, consists of multiple enrollment options. • Student enrolled in 3 4-week module courses • Mod 1: May 20-June 21 • Mod 2: June 24-July 19 • Mod 3: July 22-August 16 4 week 4 week 4 week Total: 12 Week Summer Term

  23. R2T4 Modules Example 3 • Student total enrollment was 9 credits, 3 per 4 week mod course • On June 15th, student DROPPED course from mod 2 (June 24-July 19th), but did NOT drop a course from mod 3. • Is an R2T4 required? Dropped Mod 2 on 6/15 5/20-6/21 6/24-7/19 7/22-8/16

  24. R2T4 Modules Example 3 • To find out, we: • Contacted the student • Are you attending mod 1? –YES • Are you going to be attending mod 3? –YES • No R2T4 required because student is maintaining enrollment, but still must adjust aid

  25. R2T4 Modules Example 3 • Student award: • Pell-$2081 • Unsub-$2,000 • Since student is now ½ time instead of ¾ time, reduced Pell to $1,387 • No revision to loan eligiblity

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