Annual Conference May 27 – 30, 2014 St. Petersburg, FL

1. Annual Conference May 27 – 30, 2014 St. Petersburg, FL

2. Florida’s Transient Student Process: Admissions, Registration, and Financial Aid Dr. John Opper Director of Distance Learning and Student Services

3. Transient Student Admissions Application Process 3 • Background • Oversight • Roles • Legislation • Components • Process

4. Background: The TSAA Process 4 • Efficiently sends a transient student application to the Host institution’s admissions system • Provides students the ability to apply financial aid when taking courses at an institution other than their Home institution • Provides necessary information and controlled workflows for institutions • Allows for the electronic transfer and receipt of information and records for admissions and readmissions, financial aid, and transfer of credit awarded to the student’s degree-granting institution

5. Background: Development of the TSAA 5 • 2008 – House Appropriations Higher Education Committee proposed that registration for online courses be as simple as buying an item online • 2008 – Proviso language was included in the appropriations bill to create a streamlined, automated, online registration system • 2008-2009 – Online Registration/Admissions Workgroup tasked with providing advice and assistance for development and implementation of the system • 2010 - 2012 – System planning and development, live online registration, and financial aid implementation

6. Oversight: Florida Virtual Campus 6 • Florida Virtual Campus (FLVC) – s. 1006.73 ( • Provides support services to Florida’s public universities and colleges and facilitates cross-institutional collaboration • Expands student access to rich library collections • Provides student and faculty access to online teaching, learning, and research tools • TSAA Oversight • FLVC legislatively mandated to implement and oversee the TSAA process • FLVC collaborates with the Transient Admissions Steering Committee to ensure the needs and requirements of the student, institution, and legislation are met

7. Oversight: Florida Virtual Campus 7

8. TSAA Roles 8 • Student • Initiates TSAA process online, registers at Host institution once approved • Home institution • Degree-granting institution, provides initial approval of student application, requests information and enrollment verification through FASTER, reviews and disburses financial aid, awards credit • Host institution • Authorizes transient admission, provides direct instruction, uses FASTER to send verification of enrollment and final course grade to Home institution

9. Legislation: Florida Statute 1006.73(6)(c) 9 • FLVC requirements • Implement and oversee the transient process • Institution requirements • Usethe TSAA process • Implement financial aid procedures • Transfer credit awarded by the transient institution (Host) to the degree-granting institution (Home) • Optional transient student fee ($5 maximum) • Colleges – Florida Statute 1009.23 (17) • Universities – Florida Statute 1009.24(14)

10. TSAA Components 10

11. Financial Aid Master Consortium Agreement 11 • When a student takes courses from more than a single institution and wishes to receive federal financial aid, a signed agreement is required between the participating institutions • In Florida, a single master agreement was created to streamline the process • Establishes conformity among public higher education institutions allowing transient students to receive financial aid • Clearly defines the roles of the Host and Home institutions • Signed by all institution Presidents

12. Financial Aid Master Consortium Agreement 12 • The Home institution agrees to: • Apply all approved courses to the student’s degree • Determine course and student eligibility for financial aid • Process and disburse financial aid to the student • Administer satisfactory academic progress

13. Financial Aid Master Consortium Agreement 13 • The Host institution agrees to: • Allow the Home institution to provide financial aid to the student for the period of enrollment • Provide enrollment verification and information for students eligible for financial aid • Place a hold on the student’s transcript if needed

14. TSAA Customization and Admissions Process 14 TSAA Customization and Admissions Process

15. Customized Workflow 15 • Some areas of the TSAA can be customized by the institution's TSAA Administrator from the institution's “Summary” and “Options” tabs For example: • General instructions and information provided to students at the beginning of the TSAA form • Routing that matches the institution’s workflow (e.g., more than one approval step, immunization verification)

16. Customized Workflow 16 • Customized instructions • Customized admissions routing – review and approval by more than one department

17. Customized Workflow 17 • Customized workflow routing – review and approval by multiple departments or programs

18. Customized Workflow 18 • Customized questions – ensure important questions are answered and verified to prevent automatic denial

19. Customized Workflow – Requested Enhancement 19 • Added student identification number for easy reference

20. TSAA Process for the Student 20 Student searches for a course at the Host institution (for Face to Face/ hybrid courses) OR on the FLVC website (for online courses) Host and Home institution agree that TSAA process applies Student submits TSAA form online to register as a transient student Student registers for course at Host institution TSAA process continues…

21. Admissions: Student Enters Requested Information 21 • Student enters requested information

22. Admissions: Student Selects Institution Information 22 • Student selects home and host institutions as well as term and year

23. Admissions: Student Enters Requested Courses 23 • Student enters courses (pre-populated if selected from the online catalog)

24. Admissions: Student Answers Financial AidQuestions 24 • Student answers admissions and financial aid questions

25. TSAA Process for the Home Institution 25 Home Institution: Academic and Financial Aid Approval

26. TSAA Process for the Home Institution 26 Student has indicated eligibility for and intent to use financial aid Application is reviewed and approved by Registrar at Home institution Application is reviewed and approved by the Program Advisor at Home institution Yes No TSAA moves to Host institution for review All chosen courses are eligible for financial aid Yes No Financial aid representative reviews form to determine if TSAA ends or moves to Host institution for review Financial aid approved for all courses - TSAA moves to Host institution for review

27. Home Institution: Program Advisor, Registrar Approval 27 • Program advisor and registrar approval – last step for those not using financial aid

28. Home Institution: Financial Aid Approval 28 • Financial aid approval – last step for those using financial aid

29. TSAA Process for the Host Institution 29 Host Institution: Admissions and Registration

30. TSAA Process for the Host Institution 30 • Student receives notification and registers for course at Host institution • Host institution determines registration approval Yes Host institution reviews TSAA No No action needed - student notifiedthrough FLVC website

31. Host Institution: Receives Completed TSAA 31 • Host institution receives notification that TSAA is ready for review

32. Host Institution: Admissions Approval 32 • Host institution reviews application for admissions approval

33. Admissions Approval – Student Notification 33

34. Enrollment Reporting and Verification 34 • Home institution requests information through FASTER (cost, enrollment verification, and transcript for financial aid recipients) Term Begins Drop/Add closed Home institution reviews enrollment and disburses financial aid as needed Host institution sends requested information through FASTER Home institution requests enrollment verification from the Host institution as needed throughout the term

35. Enrollment Reporting and Verification 35 • Best Practices: Frequency of reporting and verification • Capture change in enrollment for those receiving financial aid (drop/add/withdrawal) • Steering Committee recommendations

36. TSAA Process at End of Term 36 • Home institution takes appropriate action (Bright Futures repayment if dropped class; Title IV Returns if withdrawal) Student changes enrollment status (drop/add/ withdrawal) Yes No • Host institution sends transcript to Home institution through FASTER • Home institution awards credit Term Ends

37. Student FAQ’s 37 • Understanding the process and purpose of TSAA • Canceling application • Checking application status • Applying credit earned to home institution • Clarifying financial aid for TSAA

38. Summary 38 • Institutions are required by law to use TSAA process • FLVC is legislatively mandated to work with institutions to implement TSAA process • TSAA is streamlined and automated to mirror the “paper” process • Three roles: Student, Home, Host • Instructions and routing can be modified to follow established workflows

39. Questions?

40. Florida's Transient Student Process: Admissions, Registration, and Financial Aid by Florida Virtual Campusis licensed under a Creative Commons Attribution 4.0 International License. 1753 W. Paul Dirac DriveTallahassee, Florida, 32310 www.flvc.orghelp@flvc.org850.922.3176

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