Using the EApp to ChangeUpdate Your Schools Information with Federal Student Aid

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Using the E-App to Change/Update Your Schools
Information with Federal Student Aid
Session 13

• Patricia Patterson

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Applying and Reporting Responsibilities

• The regulations are organized so that changes
  requiring an institution to apply and wait for
  EDs approval are listed under 600.20Expanding
  institutional eligibility.
• Changes that must be reported but do not require
  EDs approval are listed under 600.21 Updating
  application information.

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Expand Institutional Eligibility

• Recertification
• Add a location (if required by 600.20)
• Increase level of program offering
• New program (outside scope)
• Short term Program

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Update Application Information

• Name or Address Change
• Change in official of the institution (President,
  Fiscal Officer, Financial Aid Administrator)
• Change in official of the ownership entity

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Update Application Information

• Change in method of measurement (e.g. clock hours
  to credit hours or semester to quarter hour)
• Add or drop a third party servicer (668.25)
• Report a new location (unless required to apply
  under 600.20)

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Update Application Information

• Change Accreditor - tell us when you
  begin the change
• Change in state authorization
• Change in governance of a public institution
  
• Closure of a branch or location

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Recertification

• Need to submit a materially complete application
  90 days prior to expiration of the Program
  Participation Agreement (PPA).
• The Department will notify the institution 6
  months prior to the expiration of the PPA.

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Additional Location

• All schools MUST either APPLY for Approval in
  accordance with 600.20
• Or
• REPORT the location in accordance with 600.21

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Additional Location

• if the institution
• Offers at least 50 or more of an educational
  program at the location
• and
• It wishes to give Title IV funds to students at
  that location.

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Additional Location

• The institution must APPLY and wait for the
  Departments approval before it can disburse
  Title IV funds for students at the new location
  if it meets any of the following conditions as
  identified in 600.20 The institution-

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Additional Location

• Is provisionally certified
• Is funded under the reimbursement or cash
  monitoring payment method
• Has acquired the assets of another institution
  that participated in Title IV during the
  preceding year

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Additional Location

• Continued
• Is subject to loss of eligibility under 668.188
  (cohort default rate), or
• Was notified by ED that the school must apply.

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Additional Location

• If you do not meet one of the conditions in
  600.20, you can disburse Title IV funds to
  students at the new location AFTER
• You have submitted a MATERIALLY complete
  application including mailing all supporting
  documents for the licensed and accredited
  location.

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Closure of a Location

• The institution must report a closure of a
  location using the Application within 10 days of
  the closure of the location, branch or main
  campus.

15
Increase Level of Educational Program Offering

• The institution must receive our approval before
  it disburses Title IV aid to students at the new
  level of Program Offering. (Example Currently
  approved for Associate degree, now want to offer
  a Bachelors degree.)

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Adding Vocational Program

• If the program is different from the currently
  approved educational subject matter, you must
  apply for approval of the program.
• If the new program is a short-term program, you
  must always apply for approval of that type of
  program.

17
Clock to Credit Hours

• We use the number of clock hours to apply the
  clock to credit hour formula.
• ED will only approve credit hours up to the
  amount that is approved by the state
  accrediting agencies AND meets the clock to
  credit hour formula.

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Clock to Credit Hours Exemptions

• Each course within the program is acceptable
  towards that schools associate degree,
  bachelors degree, or professional degree
  provided that the institutions degree requires
  at least two academic years of study.
• Public or private nonprofit hospital-based school
  of nursing that awards a diploma.

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Clock to Credit Hour Formula

• Calculate by dividing 30 into the number of
  semester or trimester hours.
• Calculate by dividing 20 into the number of
  quarter hours.
• Must round down.

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Clock to Credit Hours Formula Examples in
Semester Hours
21
Short Term Programs

• Eligible for FFEL and Direct Loans only.
• Must be between 300 and 599 clock hours
• At least 10 weeks in length.
• Cannot be more than 50 of state required minimum
  hours.

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Short Term Programs

• Must have been legally authorized to provide and
  continuously provided the program during the 12
  months preceding the application date.
• Must admit as regular students some students who
  have not completed an associate degree.

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Short Term Programs

• Must provide training that prepares a student for
  gainful employment in a recognized occupation.
• Substantiated completion rate of at least 70.
• Substantiated placement rate of at least 70 in
  related job fields.

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Short Term Programs

• Rates must be reported in the annual audit
  (financial/compliance).
• If rates are not met, the program is not eligible
  for the next award year.
• Institution can apply for re-approval of the
  program once it again meets the program
  eligibility requirements.

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Applying for or ReportingExpansions and Updates

• Use the Application for Approval to Participate
  in the Federal Student Financial Aid Programs.
• In Question 1, select the purpose Update
  Information and make the appropriate selection
  from the pick list.

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Applying for or ReportingExpansions and Updates

• Complete the information for the appropriate
  question(s) and Section L of the Application.
• Mail the Signature page and the supporting
  documents to the address provided.

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Features of the E-App

• Many questions are prepopulated
• Edit checks
• Help text
• Skip features
• Status messages

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Where Do You Find the Application?

• The Application for Approval to Participate in
  the Federal Student Financial Aid Programs can be
  found at
• www.eligcert.ed.gov

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Help
Login Help
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Accreditation

State Authorization
Add programs
Add locations
New Title IV program
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Third Party Servicer
Ability to Benefit Test and Tester
Supporting Documents
Display and Print your application
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Print PPA and ECAR
Status
Print blank application
Initial schools
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ED 8-digit OPEID No.
ED 9-digit Taxpayer ID No.
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But What If I Dont Know My User Name or
Password?

• No problem - Just look on your Program
  Participation Agreement (PPA) or your Eligibility
  and Certification Approval Report (ECAR), or give
  the team a call!

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Check Update Information, then click on the?.

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Choose the Purpose from the Choices in the
Picklist

Additional location
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2001
2002
2002
2003
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Everythings OK
Ignore the edit keep going
Just looking
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Select the Section You Want to Go to Next

Defaults to next page
Select section you want
Index
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Special Feature of the E-App for Updates
If the school chooses only one purpose, the
choice continue to next page, will take you
directly to the page you want to go, instead of
you having to put in the appropriate section in
the Go to Section box
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Add new location
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If you added it, You can delete it
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Go to the signature page
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Check that the president will sign the app and
print the page
09/26/2006
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Go to Section M
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Section M Tells You What Documents to Mail
Next, click on the Application Submission page
hot link!
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School Eligibility Channel, U.S. Department of
Education
It will tell you if data is still needed
If ok, click on the Submit Application button
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Receipt
09/26/2006 930 am Eastern Time
You must receive written approval from ED for
your new location(s) before you disburse Title
IV funds to students at the new location(s)
U.S. Department of Education School
Participation Management School Eligibility
Channel Integrated Partner Management
Division 830 First Street, NE Washington, DC
20002-5402
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Add a New Program(nondegree/vocational)

• Go to Section A - Question 1 (Purpose)
• Select Nondegree/Vocational Program
• Go to Section E - Question 27
• Enter the New Program
• Go to Section L - Presidents signature

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Nondegree/Vocational Program
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Takes you to Section E
Go to Section E, page 2
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Update current program
Add new program
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Click here to get a list of CIP Codes
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Select the appropriate letter
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Copy or Note the Appropriate CIP Code
Next hit the browsers back button
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Add a New Program (Cont.)

• Go to Section M - Tells you what supporting
  documents to send
• Go to Application Submission Page - Tells you if
  there is any data missing
• Go to Submit Application - transmits the
  application gives you a receipt
• Mail the Supporting Documents

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How do I report a change of officials (President,
Fiscal Officer, or Financial Aid Administrator)?

• No problem - the E-App is the
• way to report the new official

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Change Officials/Directors

• Go to Section A - Question 1 (Purpose)
• Select Officials/Directors of Institution
• Go to next page, Section A, page 2
• Enter the new official, dont forget to check the
  box new person
• Go to Section L - Presidents signature

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Officials/Directors of Institution
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Defaults to Section A, page 2
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New Person
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Dont forget to change the e-mail address
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Change of Officials (Cont.)

• Go to Section M - Tells you what supporting
  documents to send
• Go to Application Submission Page - Tells you if
  there is any data missing
• Go to Submit Application - Transmits the
  application gives you a receipt
• Mail Supporting Documents

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But ...What About Comments?

• If you wish to provide additional information
  about the application or data you entered
• Go to Section K
• Question 69

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Use this area to provide additional information
or an explanation
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How Can You Check on the Status of Your
Application?

• No problem -- go to the E-App
• -- Its a Snap

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Status
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Now you can access your PPA, ECAR Update Notice
from the web!
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E-mail Department of Education Approval
Notice - Action Required

• Sent to President, Financial Aid Director and
  Application Contact.

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E-mail Action Required

• Tells you to go to the PPA/ECAR page of the E-App
  web site (eligcert.ed.gov) because the Approval
  Letter is ready.
• Advises you to print and review a copy of letter
  and ECAR for your records.
• Tells you who to contact if you have questions.

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PPA Documents
OPEID 04444400 School Name Test
School Number Four
4321 Main Street
Fairfax, VA

• Select an item from the list and click the button
  to display it
• Return to the Application Index

Approval Letter Eligibility and Certification
Approval Report (ECAR)
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School Participation Team Contacts

• New York/Boston team - [phone] (646)
  428-3750
• Connecticut, Maine, Massachusetts, New Hampshire,
  New Jersey, New York, Puerto Rico, Rhode Island,
  Vermont, and the Virgin Islands
• Philadelphia team - [phone]
• Delaware, the District of Columbia, Maryland,
  Pennsylvania, Virginia, and West Virginia
• Atlanta team - [phone]
• Alabama, Florida, Georgia, Mississippi, North
  Carolina, and South Carolina
• Chicago team - [phone]
• Illinois, Minnesota, Ohio, and Wisconsin

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School Participation Team Contacts

• Dallas team - [phone]
• Arkansas, Louisiana, New Mexico, Oklahoma, and
  Texas
• Kansas City team [phone]
• Iowa, Kansas, Kentucky, Missouri, Nebraska, and
  Tennessee
• Denver team - [phone] x100
• Colorado, Michigan, Montana, North Dakota, South
  Dakota, Utah, and Wyoming
• San Francisco/Seattle team - [phone]
  [phone]
• Arizona, Alaska, California, Hawaii, Idaho,
  Indiana, Nevada, Oregon, Washington, American
  Samoa, Guam, Federated States of Micronesia,
  Palau, Marshall Islands, and Northern Marianas
• Foreign School team - [phone]

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We appreciate your feedback and comments.

• Patricia Patterson
• patricia.patterson_at_ed.gov