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State Grant 201

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State Grant 201 The Hard Stuff MAFAA Spring Conference 2014 Presented by Ginny Dodds, OHE May 8, 2014 – PowerPoint PPT presentation

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Title: State Grant 201


1
State Grant 201The Hard Stuff
  • MAFAA Spring Conference 2014
  • Presented by Ginny Dodds, OHE
  • May 8, 2014

2
Content
  • State Residency
  • Difficult Transcripts
  • Award Calculation Multiple Schools Same Term
  • Distribution of Interim Credits for Awarding
  • Award Recalculations Refunds for Change in
    Enrollment Level
  • Full Withdrawal Refund

3
Minnesota Resident M.S.136A.101, Subd. 8
  • Meet ONE of the following criteria
  • Student who graduated from MN high school while
    residing in MN (must be physically attending
    college in MN if residing in another state) OR
  • Student who earned GED in MN after residing in MN
    for one year OR
  • Dependent student whose parents resided in MN
    when FAFSA completed OR
  • Student who resided in MN for 12 consecutive
    months without being enrolled for 6 or more
    credits in any term
  • (cont)
  • Restriction on distance education applies ONLY
    if graduating from a MN high school is the ONLY
    way a student can establish MN residency

4
Minnesota Resident M.S.136A.101, Subd. 8
  • A member (or spouse or dependent of) of the armed
    forces of the U.S. stationed in MN on active
    federal military service as defined in MS 190.05,
    Subd. 5c or
  • A spouse or dependent of a veteran who meets the
    residency requirement or
  • A person (or spouse of) who relocated to MN from
    an area that is declared a presidential disaster
    area within the preceding 12 months, if the
    disaster interrupted the persons postsecondary
    education or
  • A person defined as a refugee under US Code,
    Title 8, section 1101 (a)(42) who upon arrival in
    the US, moved to MN and has continued to reside
    in MN or
  • A person qualifying for in-state tuition rates
    under the MN Dream Act

5
Minnesota Resident MN Dream Act
  • Requirements
  • Attend a MN high school for at least 3 years
  • Graduate from a MN high school or earn a GED in
    MN
  • If male, complied with Selective Service
    registration requirements
  • Apply for lawful immigration status once federal
    process exists (does not refer to Deferred Action
    for Childhood Arrivals)
  • This requirement not yet enforced, since federal
    process does not yet exist

6
Minnesota Resident Agency Policy
  • Student who resided in MN for 12 consecutive
    months without being enrolled for 6 or more
    credits in any term
  • Does not have to be initial year student lived in
    MN
  • Residency established this was is lost if student
    later leaves MN for more than 1 year (unless for
    college, military, missionary service and still
    pay taxes to MN)

7
Minnesota Resident Agency Rules
  • Independent student who originally met residency
    requirement as dependent because parents resided
    in MN when FAFSA completed grandfathered once
    independent (4830.0100 Subp. 10E)
  • Families not penalized for leaving MN to attend
    college or serve in military or missionary if
    still filing taxes in MN (4830.0400 Subp. 2a.)

8
Problem Transcripts
  • Must obtain separate transcript from each school
  • It is acceptable to obtain written statement from
    student reconstructing history when transcript
    cant be obtained due to
  • Cosmetology schools only required to keep records
    5 years
  • School closure and no other entity holding
    records
  • Destruction of institutional records
  • Civil war in country where student attended
  • Cant use if school holding transcript due to
    unpaid bill
  • However, student copy is acceptable
  • Can also accept written statement from student if
    transcript doesnt contain enough information to
    make determination

9
Good Faith EffortAssigning Units
  • School can make reasonable, good faith effort to
    assign units when transcript does not contain
    enough information to make accurate determination
  • Course work not separated by term, no start or
    end date, no credits shown for any course work
  • If course shows grade of W with no attempted
    credits, use assumed value of 4 credits (unless
    all other classes indicate otherwise)

10
Good Faith EffortAssigning Units
  • Examples of reasonable
  • Look at other colleges web site for more
    information
  • How long does it usually take to complete
    program?
  • Standard period of time to complete credential
    for particular program
  • Written clarification from student or other
    college
  • Number of terms that would normally take place
    during period of enrollment
  • Look at total attempted credits for period of
    enrollment
  • Examples of unreasonable
  • Ignore, destroy, dartboard, roulette wheel

11
Award CalculationMultiple Colleges for Same Term
  • One eligible MN school may act as the home
    school and base students award on the combined
    credits at both schools
  • A consortium agreement is not required as long as
    both schools are eligible MN schools
  • However, home school must monitor students
    enrollment at other school to determine if
    student withdraws or is making satisfactory
    progress
  • No award calculation adjustment is required if
    both schools are in the same sector
  • MnSCU
  • U of M
  • Private 4-Year
  • Private 2-Year

12
Award CalculationMultiple Colleges for Same Term
  • If colleges are in different sectors, use OHE
    award calculation spreadsheet for multiple
    campuses
  • Spreadsheet factors in tuition actually charged
    at each campus
  • Tuition maximum based on students program
  • If one campus is MnSCU campus, can only combine
    credits if
  • Other campus is MnSCU campus (no adjustments
    needed)
  • Students total credits 15 or
  • Student has 0 PC (dependent) or EFC
    (independent)

13
Award CalculationDistribution of Interim Credits
14
Award CalculationDistribution of Interim Credits
  • Federal Pell Grant requires interim term be
    attached to one term
  • State Grant allows interim term credits to be
    assigned to either or both terms, on student by
    student basis
  • However, if student is Pell Grant recipient,
    interim credit distribution for State Grant
    cannot result in incorrect Pell Grant being
    subtracted in award calculation

15
Award CalculationDistribution of Interim Credits
  • Example
  • Fall credits 11
  • Interim credits 4
  • Spring credits 11
  • School attaches interim to spring semester for
    Pell Grant enrollment level
  • Interim credits go to spring semester for State
    Grant
  • Distributing any interim credits to fall term
    would result in incorrect Pell Grant (e.g.
    full-time) being subtracted in State Grant formula

16
Award CalculationDistribution of Interim Credits
  • Example
  • Fall credits 11
  • Interim credits 4
  • Spring credits 0
  • School attaches interim to spring semester for
    Pell Grant enrollment level
  • Interim credits go to spring semester for State
    Grant
  • Distributing any interim credits to fall term
    would result in incorrect Pell Grant (e.g.
    full-time) being subtracted in State Grant formula

17
Award CalculationDistribution of Interim Credits
  • Example
  • Fall credits 13
  • Interim credits 3
  • Spring credits 14
  • School attaches interim to spring semester for
    Pell Grant enrollment level
  • School can distribute all interim credits to
    either term or
  • Distribute 2 credits to fall, 1 credit to spring
    to maximum State Grant eligibility
  • Either way, the full-time Pell Grant will still
    be used in the State Grant formula

18
Withdrawing/Adding Credits After Beginning
Attendance
  • No state award adjustments required after student
    has begun attendance in all classes
  • School can have written policy to adjust awards
    through a certain date
  • e.g. end of drop/add period, end of term, etc.
  • School can have different policy for different
    programs
  • e.g. day school vs weekend college
  • Policy must be used for all state financial aid
    programs requiring adjustments
  • Adjustment end date does NOT have to match end
    date used for Federal Pell Grant program

19
Withdrawing/Adding Credits After Beginning
Attendance
  • If school has policy opting for award
    adjustments, they must be done regardless of
    whether award increases or decreases if they
    occur before adjustment end date

20
Withdrawing/Adding Credits After Beginning
Attendance
  • When student first withdraws from and then adds
    credits after beginning attendance and before
    award adjustment end date
  • Compare revised award for new net enrollment
    level (dont include Ws) with previous
    disbursement retained by student
  • If new award is less than what was retained from
    original disbursement, there is not an
    overpayment
  • If new award is higher than what was retained
    from original disbursement, disburse additional
    funds to student

21
Withdrawing/Adding Credits After Beginning
Attendance
  • Example
  • Student paid at onset of term for 15 credits
  • Student later withdraws from 3 credits
  • Partial withdrawal refund results in 100 refund
  • Student retained 393 from original disbursement
  • Student adds 2 credits
  • Net enrollment level 14 (15 3 2)
  • Award at 14 credits is 271, but student can
    retain
  • 393 from original disbursement

State Credits
Grant for For
Term Term
493 15
271 14
52 13
0 12
313 11
94 10
0 9
356 8
137 7
0 6
399 5
180 4
0 3
22
Withdrawing/Adding Credits After Beginning
Attendance
  • Example
  • Student paid 94 at onset of term for 10 credits
  • Student later withdraws from 2 credits
  • Beyond Pell Grant adjustment period, so no
  • decrease in Pell Grant from ¾ to ½-time
  • State Grant stays at 10-credit amount 94
  • Student adds 3 credits
  • Net enrollment level 11 (10 2 3)
  • Award at 11 credits is 313, so school can
  • disburse 219 (313 - 94) in additional
  • State Grant funds to student

State Credits
Grant for For
Term Term
493 15
271 14
52 13
0 12
313 11
94 10
0 9
356 8
137 7
0 6
399 5
180 4
0 3
23
Withdrawing/Adding Credits After Beginning
Attendance
  • When first awarding/disbursing funds AFTER the
    adjustment end date, award must be based on
    enrollment level as of the date of disbursement
  • No further adjustments after that point
  • If student has withdrawn class removed from
    transcript, treat as if student was never
    enrolled and perform award recalculation
  • School can have policy to add credits after state
    award adjustment end date if
  • Credits would have normally been added during
    drop/add period and failure to originally add
    credits was beyond students control or
  • Interim credits were registered after fall term
    award adjustment end date and will be allocated
    to fall term

24
Using OHE Refund CalculationSpreadsheet
  • Used when
  • Full withdrawal from school
  • Withdrawal from class takes place before term
    adjustment end date and results in reduced award

25
Using OHE Refund CalculationSpreadsheet
  • Line A Amount of cash or financial aid applied
    to original institutional charges (capped at the
    amount of original institutional charges)
  • Line B Subtract amount of original
    institutional charges school is allowed to
    retain according to its own refund policy
  • Schools licensed by OHE subject to prorata refund
    policy
  • Others may be subject to system or accrediting
    agency policy
  • Line C Gross refund (if zero or negative, STOP!
    )
  • Line D Subtract institutional share of any
    required refund due to Title IV programs
  • Line E Net refund (distributed proportionally
    among non-Title IV aid programs except State
    Work Study)

26
Questions?
Where is my face??
27
Contact
  • Ginny Dodds
  • Manager, State Financial Aid
  • MN Office of Higher Education
  • Phone (651) 355-0610
  • Fax (651) 797-1637
  • Ginny.Dodds_at_state.mn.us
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