Addressing Unofficial Withdrawals and Federal Financial Aid Compliance February 2, 2010 - PowerPoint PPT Presentation

Loading...

PPT – Addressing Unofficial Withdrawals and Federal Financial Aid Compliance February 2, 2010 PowerPoint presentation | free to download - id: 7bf9f4-OWU3Y



Loading


The Adobe Flash plugin is needed to view this content

Get the plugin now

View by Category
About This Presentation
Title:

Addressing Unofficial Withdrawals and Federal Financial Aid Compliance February 2, 2010

Description:

Addressing Unofficial Withdrawals and Federal Financial Aid Compliance February 2, 2010 W. Michael George University of Alabama – PowerPoint PPT presentation

Number of Views:11
Avg rating:3.0/5.0
Slides: 25
Provided by: emad153
Learn more at: http://sacrao.org
Category:

less

Write a Comment
User Comments (0)
Transcript and Presenter's Notes

Title: Addressing Unofficial Withdrawals and Federal Financial Aid Compliance February 2, 2010


1
Addressing Unofficial Withdrawals and
Federal Financial Aid Compliance February 2,
2010
  • W. Michael George
  • University of Alabama

2
Background of Federal Financial Aid Rules for
Withdrawals
  • Basic expectations of the U.S. Department of
    Education
  • Documented versus undocumented withdrawal from
    all courses
  • Comparison with academic rules in place on
    campuses
  • Relationship to fee refund/forfeiture issues

3
Basic Federal Expectations for Enrollment of
Financial Aid Recipients
  • Attendance
  • Student must actually attend to be eligible for
    federal student aid.
  • Generally, the institution is liable if the
    student fails to attend.
  • Completion
  • Student must complete payment period for which
    aid was awarded, or
  • The institution must return a prorated amount of
    the aid if withdrawal occurs prior to completion
    of 60 of the term.

4
Documented Versus Undocumented Withdrawal from
All Courses
  • Return of Title IV Aid (R2T4) requires
  • Either
  • Official withdrawal dateltORgt
  • Unofficial withdrawal date
  • ltANDgt
  • Date of last attendance

5
Comparison with Academic Rules in Place on
Campuses
  • No federal requirement that rules fit together
  • Student service, clear information suggest best
    if the rules make sense
  • May have fiscal impact
  • Rules are often a stated faculty policy

6
Relationship to Fee Refund/Forfeiture Rules
  • If possible, similar rules are helpful
  • Calculations are already complex
  • Academic advisors, faculty, and others engage in
    advising student about academic withdrawal, so
    simplicity helps with compliance

7
Changes from Prior Rules
  • Compared to environment prior to Return of Title
    IV Aid rules, changes have resulted from
  • Findings and penalties in federal audits
  • Challenges presented by the new expectations of
    monitoring attendance

8
Challenges Presented by New Expectations
  • Monitoring attendance at large campuses
  • Applying Return of Title IV (R2T4) rules
  • In timely fashion
  • Unifying all coursework for students with
    unofficial withdrawals

9
Pros and Cons of Institutional Options to Federal
Compliance
  • Taking attendance on a regular basis
  • Monitoring enrollment during the course of a term
  • Monitoring enrollment after the term is completed
  • Determinants in choosing among these options

10
Taking attendance on a regular basis
  • Pros
  • Most straightforward way to meet requirements
  • Allows feedback from faculty about true
    attendance patterns
  • Cons
  • Difficult to implement if not already part of the
    faculty culture
  • Extensive data gathering and comparison across
    students courses

11
Monitoring enrollment during the course of a term
  • Pros
  • One-time reporting is simpler for faculty
  • Provides feedback in time for changing aid prior
    to next term
  • Cons
  • Unless part of existing mid-term grading, adds a
    reporting requirement for faculty
  • Adds Registrar and Financial Aid staff pressure
    for quick turn around that may conflict with
    other priorities

12
Monitoring enrollment after the term is completed
  • Pros
  • Less subject to change
  • Fits with standard faculty reporting
  • Cons
  • Occurs after enrollment for subsequent term
  • Billing may hold up enrollment
  • No time for change in student behavior

13
Determinants in choosing among these options
  • Academic Calendar
  • Length of term may be most significant
  • Size of Institution
  • Prior procedures related to campus retention
    efforts

14
Role of Faculty in Unofficial Withdrawal Process
  • Must keep track of students who stop attending,
    for example
  • Last evidence of work submitted
  • Last exam
  • Non attendance at labs or small group sessions
  • Different approaches may yield different
    assessment of lack of student attendance
  • Incomplete
  • Failure
  • Dropped out

15
Developing and Deciding on a Proposed Solution
  • Collaborate

16
Implemethe Solution
  • Implemented Spring 2009
  • Discussion with faculty groups
  • E-mail to faculty about new grade
  • Alignment with web-based grading
  • Description on web grade roster
  • E-mail reminder prior to grading period

17
New Grades NA and DO
  • Definition
  • A NA grade denotes that the student has never
    attended any meeting time for the course
  • A DO grade denote that the student attended at
    least one or more meeting times for the course

18
NA-DO Grade
  • Rationale Creation and reporting of these new
    grades and the date the student stopped attending
    is the remedy chosen by the university to avoid
    a current or future multi-million fine being
    levied against UA by the Federal Government
    because we are not documenting the last recorded
    date of class attendance. The alternative was
    keeping daily attendance. This documentation
    requirement is mandated by Federal Student
    Financial Aid Regulations.

19
Managing the Solution
  • Actions of the Accounts Receivable
  • Actions of the Office of the University Registrar

20
Specific actions in the Accounts Receivable
Office in response to the process
  • Divided students into 4 categories
  • Those who received Title IV aid, and have ALL
    NA/DO grades
  • Treated like total withdrawal students
  • Aid evaluated for potential return of Title IV
    funds
  • Accounts Receivable conducts this analysis

21
Specific actions in the Accounts Receivable
Office in response to the process (cont)
  • Those who received Title IV aid, and have one or
    more NA/DO grades and otherwise all dropped
    courses
  • Aid evaluated for potential return of Title IV
    funds
  • Accounts Receivable conducts this analysis

22
Specific actions in the Accounts Receivable Office
  • Students who received Title IV aid, and have a
    combination of NA/DO grades and successful marks
  • Aid evaluated for potential return of Title IV
    funds
  • Accounts Receivable conducts this analysis
  • Students who received Title IV aid, and have ALL
    unsuccessful marks
  • Unsuccessful marks missing grades
  • Additional information is needed from instructors
  • With additional information, review for any
    potential return of Title IV aid
  • Accounts Receivable conducts this analysis

23
Specific actions of the University Registrar
  • Weekly Reports

24
Contact Information
  • Michael George
  • University Registrar
  • University of Alabama
  • michael.george_at_ua.edu
  • 205-348-2857
About PowerShow.com